Overview
The role is responsible for the administration and day-to-day running of the Shipping Unit, coordinating and supervising activities related to the importation and exportation of organizational and personal consignments.
Key Responsibilities
- Planning, coordinating, monitoring and supervising the activities of the Shipping Unit.
- Advising on matters relating to shipping, insurance and customs.
- Serving as IPSAS focal point and carrying out troubleshooting functions.
- Demonstrating full knowledge of the ERP-SAP Logistics module and inbound/outbound goods process.
- Planning and assigning work programs, tasks and duties to Shipping Assistants.
- Coordinating the duty-free importation, exportation and insurance of all official goods as well as vehicles and other personal and household effects of staff.
- Ensuring that outgoing and incoming shipments, consignments and cargo contain approved materials only.
- Preparing memoranda, letters, note verbals and other correspondence.
- Supervising the preparation of Tender and Bid documents for services required by the Unit.
- Preparing the weekly status report of the Unit.
- Preparing budget estimates, statistics and other statements relating to the Shipping Unit.
- Verifying disbursements out of petty cash.
- Checking, verifying and submitting for approval invoices for services rendered.
- Providing periodic in-house training for the staff of the Unit.
- Organizing and coordinating the processing of Diplomatic declarations and Duty free bulk purchase of fuel.
- Supervising, monitoring and evaluating the work performance of the Shipping Unit's staff members.
- Providing input to the Section Chief on policy issues.
- Liaising regularly with authorities of airlines and transport companies.
- Briefing staff on the activities and services rendered by the Unit as well as on rules and procedures pertaining to Shipping and Insurance.
- Arranging the appropriate documentation and permits required for the clearance (importation) and exportation of each type of goods.
- Ensuring that each consignment is supported by all relevant documents.
- Liaising with the appropriate parties to secure or amend required documents.
- Arranging appropriate insurance through UN official insurers.
- Arranging, facilitating and following-up insurance claims for damaged organizational and personal shipments.
- Ensuring follow-up and timely endorsement of diplomatic declarations by the Customs Authority.
- Issuing clearing instructions to vessel owners, air carriers and their representatives and agents.
- Assigning approved documents to Shipping Assistants for clearing and follow up activities.
- Establishing a firm and timely information exchange mechanism with the procurement team and freight forwarders.
- Ensuring that imported goods are safely cleared and delivered without delay to consignees.
- Assigning each case to Shipping Assistants for execution and follow up.
- Assisting staff members in the exportation of their personal effects.
- Soliciting quotations for the collection, packing and dispatch of official and personal consignments.
- Selecting a packer and arranging for pre-survey and packing.
- Ensuring that goods are safely and economically dispatched.
- Preparing briefs to the Property Survey Board.
- Ensuring that correspondence are dispatched to consignees.
- Assisting with the collection and analysis of data as well as preparation of data presentations and reports.
- Assisting with visualizations and updating information material.
- Performing other emergency or special duties as may be assigned.
Required Experience
At least 10 years of progressively responsible work experience in Supply Management, Customs, Insurance or Logistical Support, Customs clearance and delivery of goods and commodities by air, land and sea transport is required. Private sector experience in comparable institution is desirable.
Qualifications
High school diploma or equivalent is required.
