Terms of reference

Job Opening number:    24-Economic Commission for Africa-234479-Individual Contractor

Job Title:                          Shipping Unit Assistant

General Expertise  :        Logistics And Supply Chain

Category :                        Customer Support

Department/ Office :     Economic Commission for Africa

Organizational Unit:     ECA ODESPS DA SCMS SU

Purpose

Duties and Responsibilities

The Logistic Unit is an integral part of Supply Chain Management Section and is responsible for handling the duty free inbound and outbound shipment for official goods and international staff members PE/HHG and vehicle.

The Individual Contractor will assist the shipping Unit team in carrying out several Shipping related activities.

Responsibilities:

Under the direct supervision of the Shipping Unit Supervisor and the overall direction of the Chief of Section, the incumbent will be responsible for the following duties:

• Processing all inbound shipments of official goods and staff members PE/HHG and vehicle.
• Processing all outbound shipments of official goods and staff members PE/HHG and vehicle.
• Processing all inbound shipments of UN agencies and secretariats that have MoU with UNECA
• Processing all outbound shipments of UN agencies and secretariats that have MoU with UNECA
• Maintain duty free privileges according with host country agreement between Ethiopia and United Nations and Staff rules
• Clearance and delivery of conference equipment and press equipment for various meeting at UNECA
• Advise and provide explanation on any query raised by international staff members on theduty-free privileges for the importation of HHG and vehicle.
• Solicit quotations for potential and recognize clearing Agent.
• Management of petty cash
• Assist international staff and local staff members on their PE/HHG at Government Office.
• Arrange note verbals and letter required by different regulatory bodies
• Organizing and file all inbound and out bound official shipments and International Staff member shipment files
• Drafts a variety of correspondence.
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
• Submitting the pre import permit and following up government regulatory bodies involved in importation of regulated cargos
• Submitting import release and following up government regulatory bodies involved in importation of regulated cargos
• Review and confirm forwarder invoices submitted to shipping unit against RFQ and to also review the storage and demurrage charges against the shipment timeline. Once reviewed, then to engage the forwarder to secure credit note as required.
• Attending meetings with different regulatory bodies representatives, as necessary, in regard to import and export of official cargo on the secretariat or international staff whenever any issue is faced during import and export of different cargos.
• Performs other duties as assigned by the Supervisor and Chief of the Section.

Ultimate result of service

The key results have an impact on the execution of the UNECA shipping Unit services

management in terms of quality and accuracy of work completed. Accurate data entry,

presentation of information and client-oriented approach in provision of efficient and high quality shipping services. Decisions made are important in terms of meeting deadlines; ensure provision of efficient and accurate shipping services and projecting professional image of the office

Travel Details

N/A

Output/Work Assignments

Provide reliable and timely assistance in support of the activities of the Sub-Unit and ensure that goods are safely and economically delivered and dispatched using the most economical route and undertake follow up with forwards for confirmation of departure consignment. Establish effective working relationships with internal and external contacts at all levels.

Contract Duration

Overall Contract Duration: 6 months

Estimated amount of actual

time to worked (days, weeks, months): 3 months

Regular Working Hours

(if applicable): 8 HRS

Total Remuneration: $ 5,349.00 for 3 months

Payment Terms: monthly

Qualification Requirements/Evaluation Criteria

Education:

High School Diploma

Language:

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Excellent English writing ability is a must. Knowledge of French or another official United Nations language is an advantage.

JFQ/JSQ:

At least five years of progressively responsible experience in Customs clearing process.