UN Web Buy
The UN Web Buy team (UNWB) is part of UNOPS Shared Services Centre (SSC), which provides policy advice, operational support, and transactional services to UNOPS offices, and is responsible for the administrative support to HQ and Copenhagen-based personnel.
UN Web Buy (unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform went through a complete redesign in 2017 and is constantly being updated with new functionality.
The UN Web Buy team is responsible for the UN Web Buy service and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen, from where it provides global procurement services through the UN Web Buy platform.
Under the direct supervision of the UN Web BuyPlus Team Lead, the UN Web Buy Freight and Logistics Associate will be in charge of monitoring, tracking and follow-up of Logistics/Freight Forwarding and Transportation Services/ Orders and Shipments through the UN Web Buy Plus platform.
The Freight and Logistics Associate will perform the following duties with full effectiveness, transparency, and integrity:
Keeping track of all the shipments through the UN Web Buy Plus platform
Follows up with suppliers on production schedules to ensure that orders are delivered on time as per agreed terms and timelines and make the corresponding receipts in the ERP system
Follows up with freight forwarders to ensure that track and trace information is up-to-date and correctly entered in UN Web Buy Plus as per the milestones and timelines agreed in the Freight Forwarder SOPs
Keeps case officers informed of the progress situation of individual cases and timely escalate issues if required
Follows up with suppliers and freight forwarders and escalates delays to case officers if required
Providing technical support to case officers related to Logistics aspects
Assists case officers in the resolution of transport issues and insurance claims
Prepares ad-hoc reports on freight activities for key clients and partners
Maintains and nurtures the knowledge management documents and shares relevant information with case officers
Centralizes global communication on freight market notices and share with the team
Monitors the freight mailbox and shares information with relevant case officers
Assists case officers in manual freight requests and provides advice and technical support (e.g. on shipment modes, incoterms, dangerous goods, cold chain)
Sends reminders to freight forwarders for quotations
Proposes improvements for cargo consolidation solutions
Monitoring the logistics processes of UN Web Buy orders and coordinating deliveries directly with freight forwarders and suppliers
Ensures that all necessary approvals and documents are timely obtained from relevant parties before shipment. This includes inspections documents, permits, certificates, green lights
Checks and ensures the correctness of shipping documents sent by freight forwarders to consignees
Coordinates with suppliers and inspection agencies to ensure that relevant inspections have been performed based on commodity and country of destination
Submits documents needed for waiver purposes
Where the UN Web Buy plus offers include in-country services (delivery or clearance), the incumbent will coordinate with suppliers, consignees, freight forwarders, and their local agents to ensure fast release from customs
Submits reports on freight routes and freight forwarder’s performance, monitors data accuracy as requested by the supervisor.
Keeps track of accumulating (demurrage, storage) charges and escalates to case officers where required
Proactively monitors new national rules and regulations for import and custom clearance and informs case officers of potential risks
Liaises with other UNOPS HQ units where required
Actively participating in the continuous improvement of the UN Web Buy Plus platform and data accuracy
Ensures that the shipping information and transport related documents (MSDS) are up to date on UN Web Buy Plus in collaboration with the catalogue administrator
Helps design the freight module user interface and suggests improvements to the delivery dashboard
Actively participates in the improvement of freight performance reports
Supports the catalogue administrator and contract manager as freight forwarder focal point
Keeps freight forwarder instructional material and guides up-to-date
Assists in producing new guidance and SOPs where required
Supports training and onboarding of new freight forwarders
Participates in regular meetings with freight forwarders on performance evaluation and operational issues
Key Results Expected
The effective and successful achievement of results by the UN Web Buy Freight and Logistics Associate directly affects the overall service quality provision, impacting the UN Web Buy clients and partners satisfaction. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of UN Web Buy as an effective service provider in procurement and supply chain services.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
- Secondary school diploma is required. A Bachelor degree would be an asset and may compensate for some of the required years of experience, but is not a requirement.
With a high school diploma, 6 years of experience in Logistics, including at least 3 years of progressive responsible experience in freight forwarding fields is required (ideally both Air and Sea freight). Previous experience of working in international freight forwarding organization is an asset.
Experience in incoterms, usage of computers, advanced knowledge of automated procurement systems, experience in handling web based management systems and experience from e-commerce is highly desirable.
Experience with G-Suite / Google Workspace is desired
Fluency in English (Reading, Writing and Speaking) is required.
Knowledge of French and/or Spanish is an asset.
- Contract type: ICA
- Contract level: Local ICA Support, level 6
- Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
For more details about the ICA contractual modality, please follow this link:
- Please note that the closing date is midnight Copenhagen time
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.