Operations Assistant - Supplies -NPSA-05 (Afghan Nationals Only)

The rapidly shifting political and security landscape in Afghanistan has produced significant impacts on both immediate and long-term development and peace in the country. Over 550,000 people have fled their homes due to the conflict between 1 January and 9 August 2021, bringing the total number of internally displaced persons (IDPs) to 3.5 million (9% of the total population). In addition, at least 30,000 people are estimated to be leaving the country each week. The country is experiencing fragility and faces challenges on multiple fronts including COVID-19, poverty, food insecurity, climate disruption, and impacts on the economy. These developments have dramatically altered the landscape in which the United Nations operates, producing challenges to ongoing projects, and operations as well as the ability to progress towards sustainable development goals articulated in Agenda 2030.

In Afghanistan, UNDP works with international partners, the UN Country Team, and national implementing partners to launch and deliver a comprehensive, risk-informed crisis response programme composed of interventions, inter alia, in the areas of socioeconomic resilience and recovery as well as maintenance of key health services.

The General Services Unit within the Operational pillar of the CO is responsible for the efficient, transparent, and cost-effective delivery of Administrative, Premises, Asset Management, and Logistics services in support of the Programme and CO operations which also includes support to other UN Agencies.

Logistics (Shipments) and Customs Clearance:

• Prepare and process tax exemption and customs clearance documents and submit them to the relevant authorities in a timely manner.
• Follow up with national and international suppliers and freight forwarders to obtain accurate shipping documents in accordance with government customs rules and regulations.
• Prepare necessary documents and obtain pre-approval from relevant ministries for the import of medical supplies, equipment, pharmaceuticals, armored vehicles, restricted items, and other items requiring pre-approval before import.
• Follow up with the relevant authorities regarding submitted tax exemption documents and related matters.
• Submit tax exemption and customs clearance documents for further clearance process.
• Check relevant customs-processed documents for completion and submit them to relevant border customs.
• Physically receive and transfer the shipment from airport customs through office transport or contractor/LTA holder transportation.
• Inspect and physically verify consignments based on the shipping documents from suppliers and forwarders.
• Collect the correct and complete set of shipping documents (SWB, AWB, Invoice, packing lists, certificate of origin, certificate of analysis, MSDS sheet, etc.) from suppliers and freight forwarders that are acceptable and in accordance with the customs role of the relevant government.
• Prepare UNDP diplomatic memos required by relevant authorities and file the necessary forms and tax exemption forms and documentation.
• Arrange transport for delivery of the consignment to the destination.
• Arrange security clearance for vehicles, drivers, and visitors involved in delivering the shipment to the final point of delivery.
• Deliver the consignment to the requester or end user.

Asset and Inventory Management:

• Assist in the identification of assets and ensure that they are properly tagged and entered into the asset management database.
• Assist in the tracking and monitoring of assets, including conducting regular physical inventories and updating the asset management database.
• Assist in the disposal of assets, including coordinating with other units and ensuring compliance with relevant policies and procedures.
• Assist in the preparation of reports, including asset management reports, inventory reports, and disposal reports.
• Provide support in the development and implementation of asset management policies and procedures.
• Maintain accurate records of all assets, including their location, condition, and value.
• Respond to requests for information regarding assets from internal and external stakeholders.
• Provide support in the maintenance of the asset management database, including updating asset information and generating reports.
• Assist in the coordination of the annual physical inventory verification exercise.
• Perform other duties as assigned by the Asset Management Unit.

Warehouse Management:

• Assist in the receipt, inspection, and verification of incoming equipment, furniture, and supplies and scheduling deliveries to users.
• Assist in tagging all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory record and track movement of furniture pieces.
• Assist in the entry of all requisite asset management information in the warehouse management system.
• Assist in the capitalization of appropriate items in accordance with policies governing asset classes, estimated useful lives, and elements of cost.
• Utilize the warehouse management system to capitalize management assets in the organization's balance sheet and to "expense" items in compliance with relevant policies and procedures.
• Provide support on the disposal of physical assets, including preparation of documentation for submission to relevant authorities, follow-up on requests, and liaison with requesting unit and maintenance for disposal action.
• Assist in the coordination of the annual physical inventory verification exercise by checking the accuracy of records and the location of the property.
• Prepare inventory reports as required.
• Maintain the filing system ensuring the safekeeping of confidential materials.
• Prepare statistical charts, tables, and reports.
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of reports to the head of the unit.
• Assist in maintaining general order and tidiness of the warehouse and for the equipment stored in the warehouse, including office furniture, communications equipment, computer supplies and equipment, photocopy equipment, spare parts vehicles/generators, and other miscellaneous non-expendable materials.

Institutional Arrangement

Under the guidance of the General Services Specialist, and the direct supervision of the Asset Management Analyst, the Operations Assistant - Supplies will support the overall management and control of Logistics (Shipments), Custom Clearances, Asset, Inventory, and Warehouse Management. He will provide Logistic/Shipment Management services ensuring high quality, accuracy, and consistency of work (in close collaboration with the current De facto authorities), Counterparts, Projects, Operations units, and UNDP Programme staff in the Country Office to exchange information and ensure consistent service delivery according to the project document, UNDP corporate rules, and Procedures.

The operations Assistant – Supplies promotes a client, quality, and results-oriented approach and works in close collaboration with the Operations Teams in the Country Office (CO) and other UN agency staff to exchange information and ensure consistent service delivery.

The incumbent is expected to display initiative, a positive approach, and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by the direct supervisor or senior management.

• Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.).
• Proven experience in Logistics, Asset, and Inventory Management is required.
• Experience in handling of International Consignments is an asset.
• Excellent communication, negotiation, and organizational skills.

• Experience in handling web-based management systems and ERP financials, preferably ATLAS and QUANTUM.
• In-depth knowledge of customs regulations and procedures.
• Professional Certification in Supply chain Management.

• Proficiency in English – both written and oral is required.
• Knowledge of the local language Dari and/or Pashto is required.