Logistics Assistant

The post is located in the Logistics Sub-Unit, Travel and Logistics Unit, Purchase and Transportation Section, Central Support Services, Division of Administration at the United Nations Office at Geneva. The incumbent reports to the Chief, Logistics Sub-Unit.

**Responsibilities**:
Under the supervision of the logistics supervisor, receipt & delivery, the incumbent:

- Is responsible for distribution of interoffice mail, incoming postal and express mail, incoming pouch, and the receipt, logging, storage and distribution of procured goods.
- Receives all official, personal and confidential mail and packages, addressed to UNOG Director General and other heads of organizations; codifies, delivers, and maintains accurate records.
- Receives incoming pouches, certified mail, registered mail, express mail, mail from permanent missions, courier deliveries and procured goods; prepares log sheet; verifies airlines and courier documents; and forwards to the appropriate offices.
- Checks quantities and quality of procured goods against obligation and updates procured goods reception in financial systems.
- Ensures safety and security of items received in area, i.e., that all items are x-rayed and date-stamped prior to distribution.
- Assists the Security Officer or other assigned staff to x-ray incoming mail and incoming pouches.
- Assists with unloading containers and x-raying; pre-sorts and delivers mail to specified units, agencies and missions and delivers balance to common sorting area.
- Alerts the supervisor of tampered mail for appropriate action.
- Advises supervisor, security, and courier or contractor immediately if a pouch or mail item is missing or has been tampered with, or if suspicious packages or other mail is found lying unattended.
- Escalates to supervisor any issue or abnormality which is outside of the range of established operating procedures.
- Ensures that all items received through the incoming pouch for intrashipment are accurately recorded, official and in compliance with mail and pouch rules, and that respective departments are properly charged.
- Verifies the sorting and categorizing of mail to facilitate processing.
- Logs incoming items and raise discrepancies to supervisor, e.g., missing pouches, incoming mail items, incorrect pouch numbers, misrouted pouches, etc.
- Uses smart locker system/software (back office function) to log and track mail items.
- Assists with IT questions related to the smart lockers and acts as helpdesk.
- Ensures that all items received are logged onto computer for financial and statistical purposes. Prepares receipts and processes for distribution.
- Maintains log of all mail pieces received from couriers intended for mail and pouch units.
- Compares incoming log sheet against the number of pouches or special deliveries received from couriers, contractors and postal service.
- Takes responsibility for the receipt of mail from courier agents, government and foreign missions.
- Assists in tracing lost items using relevant software tools and is accountable for actions taken.
- Ensures prompt delivery of urgent mail.
- Hand delivers sensitive and urgent letters to UN Agencies.
- Delivers urgent mail, parcels, special deliveries etc. as needed, including packages weighing up to 16 kilos.
- Delivers special mail and packages weighing up to 16 kilos.
- Makes deliveries and pick-ups in accordance to the daily schedule and sorts and sends out picked up mail to other mail stations.
- Manages custom clearance responsibilities for any official merchandise
- Operates related machinery, e.g. tow motor, conveyor, dumbwaiter, palette transporter, fork lift, personal digital assistant, etc.
- Ensures appropriate warehousing of procured goods, supplies and equipment.
- Performs Umoja role: Receiving User (Reception Clerk role).
- Performs Umoja role: Virtual Direct Receiving User (Reception Clerk).
- Tracks warehoused supplies and equipment.
- Processes requisitions and distributes supplies and equipment to clients onsite and to other Geneva locations.
- Transports procured goods onsite and to other Geneva locations utilizing trucks, forklifts and material handling equipment.
- Prepares goods for shipments, such as emergency operations.
- Notes the stock levels for goods and equipment, how they change, and contacts suppliers to replenish warehouse with supplies and equipment as required.
- Assists with periodic physical verification operations of United Nations property.
- Captures data on all incoming procured goods in Umoja.
- Undertakes the barcoding of United Nations property.
- Analyses purchase orders or equivalent documents.
- Physically removes equipment inside or outside the building and transports it into the storage room with a pallet or suitable container.
- Contacts selected companies to remove equipment and coordinates the necessary details.
- Manages the stock of donated equipment.
- Performs administrative and technical support in managing the inventory of good