Organizational Setting    

The Food and Agriculture Organization (FAO) of the United Nations is committed to supporting Member Countries and Partners in preparing for and responding to disasters and crises that threaten agriculture, food and nutrition security or food safety. FAO’s work in emergencies focuses on reducing people’s vulnerability to these hazards, including animal and plant diseases, before, during and after disasters through good emergency management practices, including risk assessment, risk reduction, emergency preparedness and response, and rehabilitation.

FAO's Logistics Services Division (CSL) provides corporate logistics strategies, policies, tools, guidance to FAO Headquarter and Decentralized Offices to ensure that the Organization manages, improves and reinforces its logistics resources in order to support on delivering efficiently on the mandate of the Organization. The Logistics Services Division (CSL) works to secure a safe operating environment and aims at obtaining greater efficiency, effectiveness, and synergy in operational and administrative practices, with a strong focus on customer satisfaction.

Under the administrative supervision of the logistics unit in the Logistics Services Division (CSL), the tasks could be carried out under the direct and technical supervision of a different line manager at a Decentralized Office, depending on their location.

Reporting Lines

Under the administrative and operational guidance of the Logistics Unit in the CSL, the logistics specialist reports daily to the Decentralized Office line manager he/she has been assigned to.

Technical Focus

Logistics, Supply Chain Management and Emergency Support at a global, regional, sub regional and/or country level.

Tasks and responsibilities

Depending on the duty station and specific operations to be conducted, the logistics specialist may lead and manage the following:

OPERATIONAL SUPPORT

•     Manage and coordinate all activities pertaining to the logistics function, including planning, sourcing, transport, shipping, customs clearance, warehousing, asset, and fleet management in operation. 
•     Manage Logistics operations, transport planning, and distribution plan in coordination with concerned colleagues efficiently and cost-effectively as per the agreed scheduled plan;
•     Warehouse management, activities, and logistical support for receiving and distributing inputs procured under various FAO projects/programs in field offices. 
•     Coordinate and liaise with internal and external stakeholders to support logistics operations management and strengthen partnerships on the humanitarian supply chain; 
•     Ensures FAO standard logistics forms are consistently used, readily available and completed accurately and electronically by the relevant stakeholders including inspection company, transporters, vendors and field staff.
•     Ensures effective commodity management and quality control.
•     Inventory management (stock movement and stock levels; in / out / pipeline / disposed of items) and commodity tracking from the warehouse to the point of distribution, along with related documentation;
•     Compliance with corporate accounting and internal control and record systems (documentation management and traceability). 
•     Liaise with other FAO units (programs, procurement, operation, accounting…, etc.), service providers, implementing partners, and other stakeholders to ensure the safe and efficient execution of the operations;
•     Understands the local conditions and potential disruptions due to security threats and infrastructure issues and develop tailored measures to counteract these challenges;
•     Coordinate with custom authorities to ensure the movement of logistics and obtain the necessary authorizations;
•     Organize Logistics preparedness (contingency plans), develop local staff capacity, and undertake travel and field missions as needed;
•     Perform other related duties, as requested;

SPECIFIC FUNCTIONS:

•     Ensures maximum availability and implementation of controls and monitoring mechanisms for all logistics activities, such as warehouse, inventory, transport and all other technical area to maximize efficiency and ensure regular maintenance.
•     Monitors regular and timely transmission of pipeline, logistics monitoring information, stock levels and distribution status to programmes and logistics focal point at national level. 
•     For emergencies: Coordinates with logistics cluster and ensures FAO interest and supplies are given appropriate priority.
•     Ensures proper warehouse management, including storage space, condition and the actual storage of stock.
•     Establishes stock movement, fleet and logistics reports based on logistics movements, and distributes them according to requirements.
•     Ensures appropriate logistics filing systems to include all equipment manuals, maintenance schedules, waybills, inspection reports, copies of invoices, delivery notes and orders (national and international) to ensure accurate tracking  and documentation for audit purposes.
•     Provide technical advice and identify opportunities for improvement and innovation;
•     Provide information and data for reporting needs;
•     Support the organization of knowledge sharing activities and the development of Standard Operating Procedures (SOPs);
•     Contribute to end-to-end supply chain analysis;
•     Identify ongoing activities to build a comprehensive vision of the logistics of the duty station.
•     Identify Logistics risks (upstream and downstream) and propose solutions;

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     Advanced university degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in engineering, business administration, logistics, supply chain management, finance or other relevant or first level university degree with two additional years of relevant experience. 
•     At least 3 years (Category C), 5 years (Category B) or 10 years (Category A) experience in humanitarian, agricultural/rural development and/or public sectors including work experience with national and international NGOs, UN agencies, governments and/or donors;
•     Working knowledge of English (level C) is required. In addition, depending on the location, working knowledge of (level C) of the official language is required, particularly in French and/or Spanish.

FAO Core Competencies

•     Results Focus
•     Teamwork
•     Communication
•     Building Effective Relationships
•     Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•     Work experience with an international humanitarian or development organization;
•     Work experience in more than one location or area of work, particularly in field positions, is desirable;
•     Extent and relevance of experience in logistics management, including transportations operations, risks and emergency logistics preparedness;
•     Extent and relevance of experience in preparing and managing transport and project budgets;
•     Data analysis;
•     Good communication skills;
•     Experience to manage a team;
•     Ability to deliver outputs by agreed deadlines, sometimes at very short notice;
•     Ability to establish effective working relations with persons of different national and cultural backgrounds;
•     Familiarity with the humanitarian architecture and the areas of mandate of FAO is desirable.