Duties and Responsibilities of Logistics Associate

Ensures support to the Administration and Finance Officer focusing on the achievement of the following results.

• Provide support in processing payments to suppliers and consultants promptly. Ensure complete supporting documents are attached to the payment request.
•  Assist in tracking expenditures of the approved budget, ensuring that funds are available for planned expenditures.
• Process documents for cash advances, liquidations, and reimbursements in a timely manner for submission to and approval by the Project Manager and UNDP Peace Team Leader.
• Create a requisition in Quantum for the development of projects.
• Support efficient management of the project’s administrative, logistical, and procurement system.
• Undertake administrative, finance, and procurement procedures, such as travel processing, liquidating cash advances, processing supplier payments, canvassing/collecting price quotations, and paying utilities.
• Ensure proper systematic filing and maintenance of office records, such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, requests for office supplies, reports, etc.
• Ensure timely and quality administrative and finance support to project activities.
• Coordinate as a focal point for administration, logistics, finance, and procurement issues, including meetings/workshops.
• Perform other administrative-related tasks as may be assigned by the Administrative and Finance Officer and/or the Project Specialist/Project Manager of ASPIRE.

Ensures efficient and practical support to procurement functions that contribute to the practical activity delivery and field missions focusing on the achievement of the following results

• Provide inputs to prepare procurement plans for the project.
• Undertaking the appropriate procurement processes by the relevant UNDP policies, rules and regulations, including, but not limited to, the following:
• Request for Procurements and regularly update Procurement Status.
• Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are utilized.
• Coordinating with suppliers to deliver goods and preparing the documents for the beneficiary’s receipt.
• Maintaining an accurate, and reliable electronic filing system;
• Assists and maintains project asset Inventory and preparation of the Assets transfer
• Performs other logistics-related tasks that the Administrative and Finance Officer may assign.
  Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of training for the operations/ projects staff on field office issues.
• Synthesis of lessons learn and best practices.
• Sound contributions to knowledge networks and communities of practice.

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Required Skills and Experience