Senior Supply Assistant, G7

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Org. Setting and Reporting

ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063. The mission is guided by ECA’s five new strategic directions which are: advancing ECA’s position as a premier knowledge institution; developing macroeconomic and structural policy options; designing and implementing innovative financing models; contributing solutions to regional and transboundary challenges; and advocating Africa’s position at the global level.

The post is located in the United Nations Economic Commission for Africa, Shipping Unit of the Supply Chain Management Section, Administration and Conference Management Division.

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Responsibilities

The incumbent is responsible for the administration and day-to-day running of the Shipping Unit. Principal responsibilities include:

I. Day-to-Day Running and Supervision

• Planning and assigning work programs to Shipping Assistants.
• Coordinating duty-free importation, exportation, and insurance of official goods, vehicles, and personal effects for staff with duty-free entitlements.
• Ensuring consignments contain approved materials only.
• Preparing correspondence (memoranda, letters, note verbals) to various Government Ministries and Agencies.
• Supervising the preparation of Tender and Bid documents for services.
• Preparing budget estimates, statistics, and weekly status reports.
• Verifying petty cash disbursements and approving invoices for air carriers, movers, and transit agents.
• Organizing diplomatic declarations for duty-free consumables and bulk fuel purchases.
• Liaising with airlines and transport companies to stay updated on industry developments.

II. Processing of Shipments (Incoming and Outgoing)

• Arranging documentation and permits required for clearance (importation) and exportation of goods (e.g., vaccines, medicines, communications equipment).
• Liaising with parties to secure or amend missing/incorrect documents.
• Arranging appropriate insurance through UN official insurers and following up on insurance claims for damaged shipments.

III. Inbound Goods/Incoming Shipments

• Ensuring timely endorsement of diplomatic declarations to minimize demurrage charges.
• Issuing clearing instructions to vessel owners and air carriers.
• Coordinating with the procurement team and freight forwarders to ensure delivery dates are met.
• Ensuring imported goods are cleared from bonded warehouses and delivered without delay.

IV. Outbound Goods/Outgoing Shipments

• Assisting staff in the exportation of personal effects by advising on privileges and obligations.
• Soliciting quotations for collection, packing, and dispatch of consignments.
• Undertaking follow-up with forwarders for confirmation of departure.
• Preparing briefs for the Property Survey Board on unsuccessful insurance claims.
• Assisting with data collection, analysis, and visualization for reports and decision-making.

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Competencies

• Professionalism: Knowledge of policies, practices, and regulations on management of supplies and logistics. Comprehensive knowledge of INCOTERMS 2010 and Receipt and Inspection (RIR) processes. Ability to perform analysis, modeling, and interpretation of data.
• Teamwork: Works collaboratively with colleagues; solicits input and values others' ideas; shares credit for team accomplishments.
• Planning & Organizing: Develops clear goals consistent with agreed strategies; identifies priority activities; allocates appropriate time and resources.

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Education

• Required: High school diploma or equivalent.
• Desirable: Degree in Business Administration, Supply Management, or Accounting.

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Work Experience

• Required: At least 10 years of progressively responsible work experience in Supply Management, Customs, Insurance, or Logistical Support.
• Required: Experience in customs clearance and delivery of goods by air, land, and sea transport.
• Desirable: Private sector experience in a comparable institution.

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Languages

• English: Required (UN Level II).
• French: Desirable (UN Level II).

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Assessment

The assessment method consists of a technical written test followed by a competency-based interview.

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Special Notice

This position is subject to local recruitment. Applicants must be authorized to work in the duty station. The United Nations is committed to achieving a 50/50 gender balance; female candidates are strongly encouraged to apply.

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No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

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