The Logistics Clerk - Driver works in closely with the Operations Unit of Lebanon CO to provide effective transportation, procurement and logistical support for implementation of the CO program.
Job Purpose/Supervisory Role
Based in Lebanon, UNFPA Main Office, the Logistics clerk- Driver provides logistical support to the Lebanon CO and works in close collaboration with the logistics team.
The Logistics Clerk - Driver provides safe driving and transportation support to UNFPA staff and personnel in visit/transit to Lebanon, support the operations team in ensuring efficient procurement, clearance, receipt, and distribution of UNFPA program supplies.
The incumbent will uphold the highest standards of discretion and integrity, have a deep sense of responsibility and an excellent knowledge of protocol and security issues, demonstrate a client-oriented approach, courtesy, tact and ability to work with people of different cultural backgrounds, maintain full confidentiality in all aspects of assignment, ensure information flow and follow up on deadlines and commitments made.
Major Activities/Tasks
Effective logistics and customs clearance support to the CO operations
- Timely coordinate logistics related matters such as tracking Int. shipments and pre-shipment customs clearance activities including obtaining import permits as required, product registrations, arranging waivers, etc. with the Supply Unit of CO;
- Handle and facilitate customs clearance of CO shipments coming thru Lebanon ports and airports, including all cycle of paper work and necessary follow up with customs;
- Coordinate with Custom Clearing & Forwarding agents on a day to day basis to ensure timely clearance of supplies from the ports of entry;
- Ensure timely completion of customs clearance procedures in Lebanon;
- Liaise with the suppliers, country office Logistics Assistant and inspection agencies in order to resolve problem deliveries such as product damage or quality issues that may lead to batch rejections, potential import problems, cargo retention at port of entry or logistic matters among others; with the ultimate goal of ensuring the delivery of the commodities to the Consignee/s
- In collaboration with the CO Logistics team, follow up all Airfreight shipments through Beirut and prepare the needed documents to the Lebanese authorities;
- Maintain a file of the full set of documentation for every shipment in accordance to the organizational requirements;
- Support logistics team in warehouse count exercise
Efficient provision of safe driving services and vehicle maintenance:
- Meet/escort UNFPA visitors at airport when requested to facilitate and expedite their entry/exit/transit at Beirut Airport;
- Driver UN Armored vehicle for providing the necessary transportation support for the critical missions
- Drive UN officials and staff providing reliable and safe driving services by driving office vehicle for the transport of UNFPA CO Staff and missions;
- Keep abreast of traffic and road and security and safety awareness to enable safe and on time arrival for meetings;
- Ensures availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.
- Ensures that the steps required by rules and regulations are taken in case of involvement in an accident.
- Maintain detailed records of vehicle servicing and inspection.
- Support purchase of vehicles, their registration and licensing
Procurement and shipment of goods:
- Support the CO with office procurement of goods and services in Lebanon based on CO needs in accordance with UNFPA policies and procedures.
- In coordination with the CO Procurement team, obtain quotations for the local procurement of goods and services when requested,
- Ensure that issues of late/non-deliveries, missing items/quantities, quality related issues are addressed on a timely basis
Performing other operational tasks when necessary.
- Assist in asset management
- Assist in the management of warden security tasks
Work relations
Internal contacts include logistics team in Lebanon
External partners includes implementing partners , custom clearance, port authority, airport authority, borders and embassies when needed.
Qualifications and Experience
- High School degree with minimum three years’ relevant experience in administration, protocol and of Logistics and driving in an international organization, embassy or UN system with a safe driving record.
Knowledge and Experience:
- Proficiency in current MS office
- Armored Vehicle License is highly recommended
- Valid driver’s license with knowledge of driving rules and regulations, chauffeur protocol and courtesies, local roads and conditions, and defensive driving skills
- Three years’ work experience as a driver in an international organization, or UN system with a safe driving record. Experience driving Armored vehicle is an asset,
- Knowledge of procurement and logistics rules.
- Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
- Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
- Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
- Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;
- Sound security awareness;
Languages:
Fluency in spoken English and Arabic and very good English and Arabic writing skills are required.
Required Competencies
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Functional skills:
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organizing and multitasking
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
