Logistics Assistants, Copenhagen, Denmark

• Organization: UNICEF - United Nations Children's Fund
• Country: Denmark
• City: Copenhagen
• Office: UNICEF Copenhagen
• Grade: G-5

Closing date: Sunday, 31 December 2017

Job no: 505349
Position type: Fixed Term Staff
Location: Denmark
Division/Equivalent: Programme
School/Unit: Copenhagen
Department/Office: Supply Division, COPENHAGEN
Categories: G-5
Generic Vacancy Announcement
Logistics Assistants (GS-5 level)
UNICEF Supply Division, Copenhagen
For Every Child…a Sustainable Future
This is a Generic Vacancy Announcement (GVA) for the Logistics Assistant Talent Group (GS-5 level) in UNICEF Supply Division.
Talent Groups at UNICEF are exclusive lists of pre-vetted, highly qualified candidates intended to fast-track recruitment processes as positions become available. After a rigorous selection process, successful candidates will be placed in the GS-5 Logistics Assistant Talent Group for Supply Division for a period of 36 months. While placement in the Talent Group does not guarantee a position, it is an important resource for filling vacancies. Candidates placed into the Talent Group will be reviewed when a relevant position becomes available and if found suitable, are offered placements through a direct selection process.
How Can You Make a Difference?
Logistics Assistants GS-5 in Supply Division are responsible for monitoring EDI/SAP and freight forwarders' performance, ensuring accurate and timely processing of invoices related to the Unit's activities and providing support to the general management of freight forwarding contracts under the Unit's responsibility.
Key accountabilities includes:
1. Proactively monitor EDI from Freight Forwarders to ensure timeliness and correctness of the data received. Analyze the root cause of errors and communicate with freight forwarder and relevant internal stakeholders for clarifications and corrective actions.
2. Issue periodical reports to monitor freight forwarders' performance on EDI. Arrange meetings with freight forwarders to discuss issues or their EDI/invoicing performance.
3. Monitor timely goods receipt, shipment, invoicing and payment in order to finalize shipment and close freight Purchase Orders.
4. Identify and resolve issues related to shipment data (quantity mismatch, EDI transmission errors, missing good receipt, etc.), if necessary in close cooperation with relevant internal (Financial Management & Administration Centre, Operational Analysis Team etc.) and external (freight forwarders) interlocutors.
5. Create and update Division and Centre Procedures within assigned deadline.
6. Provide suggestions and communicate with Operational Analysis and Technology Centre for SAP/VISION improvements.
7. Provide freight estimates and shipping lead times to internal procurement units.
8. Maintain the standard freight rates up to date in coordination with the team lead and the forwarders.
9. Provide support to the Forwarders Relations Team Leader in relation to the freight forwarders contact management and day-to-day management of Supply Division's freight forwarding related contracts.
10. Assist implementation of audit to freight forwarders invoices. Provide timely and accurate information and documents.
11. Control and monitor the flow of invoices through the Shipping Unit, including reception, registration, follow-up of certification/approval, transmission for payment, finalizing Shipping Report and filing.
12. Verify the freight forwarder's invoices for accuracy and consistency with standing freight rates, ad-hoc freight quotations and shipping instructions. Cross-check invoices with information available in SAP, ensuring that all invoices are completely and accurately reflected in the system.
13. Track indicators related to invoice processing and payment (freight forwarder invoicing performance, invoicing error rates, invoices received/processed per period, invoice processing times, performance against payment terms, etc.) and provide updates both on a regular and on an ad-hoc basis as required.
14. Other relevant duties as assigned.
To qualify as a Champion for every Child you will have…
Required:

• Valid working permit and residency in Denmark
• Completion of secondary education with additional professional training in accounting, logistics / supply-chain management, and/or general administration.
• Minimum 5 years of experience in an administrative function, preferably in a context related to international transport, freight forwarding or supply chain management.
• Fluency in spoken and written English.

Desirable:

• Working knowledge of UN systems, policies and procedures
• Knowledge of SAP or similar ERP system
• Proficiency in Excel
• Knowledge of additional UN language (Russian, Spanish, Chinese, Arabic, French)

For every Child, you demonstrate…
Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. In addition, the following functional competencies will be required for these positions:

• Analysing
• Learning and Researching
• Planning and Organising
• Following Instructions & Procedures

: https://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
Remarks
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
The closing date of this GVA is 31 December 2017. Review of applications, will be done on a rolling basis throughout 2017 with periodic batching of candidates for assessments during the year, based on the needs of the Division. The first review will take place on 27 June 2017, so it is advised that you submit your application before that date.
Advertised: Jun 13 2017 Romance Daylight Time
Application close: Dec 31 2017 Romance Standard Time