Logistics Specialist


Background
The National Registration Bureau (NRB) of Malawi is legally mandated to implement and maintain a National Registration and Identification System (NRIS) to register and issue identity cards to all citizens 16 years of age and older.

The United Nations Development Programme (UNDP) through the NRIS Project is supporting the NRB to maintain a continuous, permanent and effective civil registration system. After the successful completion of mass registration of Malawian adult citizens and the distribution of approx. 10 million IDs, the current project is in take-off phase where its digital dividends are harvested in the form of establishing critical linkages of National ID with public and private sector. In parallel, an extensive capacity development drive is being conducted to sustain operations of National Registration Bureau (NRB).

One of the most important linkages of the NRIS project is the Civil Registration and Vital Statistics (CRVS) System, that aims to register births, deaths, divorces and marriages in Malawi. Malawi has registered just 600,000 births and less than 150,000 birth certificates have been distributed among the public thus far. The NRIS needs to be extended to register all 8.4 million children under 16 years to reduce the gap in child registration pursuant to the United Nations Sustainable Development Goals 16.9.

UNDP is therefore seeking the services of a 

Logistics Specialist

 to support the roll out of mass child registration in Malawi in 2021.

With full national ID Registration of the population NRIS Project is expected to deliver potentially transformative benefits for governance in Malawi, redressing fundamental obstacles in satisfying the right to identity and to progress the ambition of Sustainable Development Goal 16.9, to ensure legal identity for all. A whole of government approach towards the adoption of use of the system is pivotal to both maximizing the benefits of the system and achieving these goals. The original NRIS Project was designed around two principal phases: a) direct implementation of the mass registration exercise in 2017 with preparatory institutional and capacity development; and b) a transitional phase to fully capacitate and transfer the management and administration of a continuous registration process to the NRB from 2018 -2019. Integral to delivering on these operational goals is a close partnership with NRB, engagement with a broad spectrum of Ministries, Departments and Agencies (MDAs) on the adoption of the technology, modelling of business processes, engagement with civil society and other stakeholders, the UN Country Team, and a close partnership with donors engaged in the Project and contributing to the Basket Fund.

Building on the success of the NRIS Project the government is now shifting its focus to close the gap of unregistered citizens to include all those children under the age of 16 years, The proposal for the mass registration of children was developed by NRB, UNICEF and UNDP and approved by the 7th Steering committee meeting which took place on 5

th

 December 2019 at Capitol Hill. Procurement of the Child Registration Servers and Hardware equipment is in progress.

The mass registration of children in 2020 poses some significant logistical challenges, including synchronizing each phase of the registration process to avoid the rainy season and to align with a national election which is to be re-run in May 2020. With such a complex and high stakes programme, a logistical specialist is required to ensure the mass registration of children in Malawi is carried out expeditiously and thoroughly, leaving no child behind.

The Logistics Specialist, under the direct supervision of the Project Manager, will be required to apply logistics management and analytical techniques, develop and maintain effective Project logistical systems, and ensure appropriate logistical capacities to efficiently support the goals and objectives of the NRIS Project. S/he will be supervising a Logistics Support Officer and working closely with NRB counterparts. The Logistics Specialist will be required to undertake a range of duties including: analyse and oversee logistical routes, deployment and distribution plans for optimal field operations; ensure supply chain management systems are designed and implemented; advise on transportation management systems; handling cash for Registration Officer field payments, acquitting payments back to the UNDP Basket Fund Manager, develop and implement warehouse, asset and consumable management systems as well as related tracking systems. Integral to these efforts will be the capacity development of NRB counterparts to progressively take over the administration and management of these and similar logistical functions.

 


Duties and Responsibilities
Coordinate and monitor logistical support to the project, focusing on the following results
  • Contribute to Project planning and scheduling to ensure that logistical considerations are addressed in the implementation of the Project;
  • Liaise with NRB and other stakeholders as necessary on logistical arrangements for the implementation of the NRIS, including Government in-kind contributions;
  • Work closely with other Project staff (e.g. ICT, Public Information and Capacity Building) and the Country Office to ensure logistical arrangements are coordinated and in place to support Project activities;
  • Monitor supply chain management issues to ensure that the CTA and Project is alerted to any logistical risks that would undermine or disrupt the implementation of the Project; and
  • Provide regular reports as required by the CTA on the state of logistical preparations and progress.
Oversee planning and supervise the logistics of the Project, focusing on the following results
  • Supervise the work of the Project Logistics Support Officer;
  • Develop, maintain and monitor the Project operation plan based on inputs from Project staff and other stakeholders;
  • Participate in the preparation and advise on the specification of contract terms, services and equipment, contract and tender evaluations, contract monitoring and management;
  • Conduct analysis to inform detailed Project planning of transportation, logistics and operations;
  • Develop and implement deployment plans for registration teams, equipment and support requirements;
  • Develop and implement distribution plans for issuance of Smartcards;
  • Oversee the development of logistics plans for activities to support the daily operations of the project;
  • Work closely with the Project Field Coordinator to ensure that progress and tracking systems are in place to support and monitor field activities;
  • Develop systems and processes to ensure that the movement and storage/warehousing of equipment and consumables are accountable and transparent;
  • Ensure reporting systems to track the movement and storage of goods, and ensuring re-ordering and re-stocking at optimal times;
  • Liaise regularly with the vendors/suppliers and agents on assigned contracts to ensure a seamless receipt and further delivery of goods and items; and
  • Supervise the receipting and management of Project equipment and supplies.
Technical assistance and capacity building, focusing on the following results
  • Provision of quality control of bidding documents, guarantees, applications for review by the CAPC and ACP and other instruments;
  • Ensures effective transportation contract management for greater efficiency, accountability and contracts’ integrity, in accordance with corporate legal requirements;
  • Review NRB logistic policies/ procedures and initiate remedial measures where there is a potential for improvements or capacity gaps;
  • Initiate, design and deliver training courses, and contribute to the development of manuals, presentations and other documents in close collaboration with the Project Capacity Development Advisor, or as requested by the CTA;
  • Assist in the design and implementation of the permanent and continuous registration operation plan, with particular emphasis on supply chain management, warehousing systems and stock control; and
  • Transfer knowledge and skills to national counterparts on the role, design and implementation of logistical systems.
Information/knowledge management, focusing on the following results:
  • Prepare and submit periodic and event-driven reports as required by the CTA;
  • Develop, prepare and contribute to operational and activity based budgets;
  • Contribute to risk management of the Project, by identifying and reporting on risks to the implementation of the Project;
  • Develop and submit Concept Notes, Presentations, Lessons Learnt and other documents to capture key knowledge from the Project; and
  • Contribute to institutional knowledge sharing networks.

Competencies
Core Competencies:
Innovation
Ability to make new and useful ideas work
Creates new and relevant ideas and leads others to implement them
Leadership
Ability to persuade others to follow
Plans and acts transparently, actively works to remove barriers
People Management
Ability to improve performance and satisfaction
Models high professional standards and motivates excellence in others
Communication
Ability to listen, adapt, persuade and transform
Gains trust of peers, partners, clients by presenting complex concepts in practical terms to others
Delivery
Ability to get things done while exercising good judgement
Critically assesses value and relevance of existing policy / practice and contributes to enhanced delivery of products, services, and innovative solutions
Functional Competencies:
Knowledge Management and Learning
Ability to capture, develop, share and effectively use information and knowledge
Development and Operational Effectiveness
  • Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships
  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships
Management and Leadership
  • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates openness to change and ability to manage complexities
  • Ability to lead effectively, mentoring as well as conflict resolution skills
  • Demonstrates strong oral and written communication skills
  • Ability to deliver against tight deadlines and perform while under stress
  • Proven networking, team-building, organizational and communication skills


Required Skills and Experience
  • Master’s Degree from a recognised institution Business Administration or other related fields with relevant Logistical experiences;
  • A minimum of seven years of relevant experience in logistics and operations in an international development context is essential. Prior experience in registration operations (e.g. census, voter registration and national identity) is highly desirable.
  • Team leadership experience of logistics/operations support is essential. Demonstrated experience in successfully managing logistics in a multicultural Project team to achieve demanding operational goals is highly desirable.
  • Demonstrable experience in providing senior level advice to national and international stakeholders, and implementation of comprehensive logistics plans, in cooperation with national institutions is essential. Demonstrated experience of managing logistics in an international organization, such as the UN, is highly desirable.
  • Demonstrated experience in the overall logistics chain, procurement, contract negotiation and management is essential. Prior experience with UNDP systems and the Procurement Support Office (PSO) is highly desirable.
  • Demonstrated experience in institutional development of supply chain management systems and capacity development of national counterparts is essential. Prior experience working in a lesser developed country context is essential. Prior experience in Africa is desirable.
  • Excellent use of planning and analysis tools such as MS Excel and MS Project is essential. Excellent analytical, communication and reporting skills, both written and oral is essential.
  • Proficiency in English. Working knowledge of other UN language desirable

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