TERMS OF REFERENCE
Hiring Office: UNFPA Libya Country Office
Place where services are to be delivered:Based in Tunis back office. The incubmnet will be based in Tunisia
Purpose of Consultancy: UNFPA Libya Country Office (CO) plays a central role in advancing the UN Sustainable Development Cooperation Framework (UNSDCF) and the UNFPA Country Programme (CPD) through strengthened partnerships, expanded access, and enhanced national ownership. To accelerate progress during a period of evolving political, social, and economic dynamics, UNFPA seeks to hire an Admin\Logistics Consultant who will support operations team to provide the required support to program activities and strength Operations team capacity in order to facilitate the implementation of UNFPA mandate.
Reporting Line: The consultant will operate under the direct supervision of the UNFPA Libya Country Office International Operations Manager.
Scope of work:
Administration:
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities as per UNFPA rules, regulations, policies and strategies.
- Provide Administrative support to the programme team during conferences, workshops, meetings and other events.
- Provision of support to maintenance of common premises and common services.
- Arrange vehicle transportation, regular vehicle maintenance and insurance.
- Verify daily logbook of vehicles, fuel consumption and maintenance of vehicle history report.
- Acts as a Custodian for the management of CO office supplies including stationery, toners etc. and maintained stock register for all stock.
- Maintenance of the filing system ensuring safekeeping of confidential materials
- Act as CO assets focal
Procurement:
- Prepare in consultation with respective programme staff an annual procurement plan in line with approved work plans, guide to develop detailed specifications of equipment and supplies to be procured, and terms of reference for professional services. Prepare and consolidate CO procurement plan in consultation with programme team and upload data on online procurement planning tool on time.
- Coordinate with programme and operation colleagues for the provision of goods specifications and service ToRs for the timely provision of goods and services.
- Assist and draft solicitation documents like RFQs, ITBs, EoIs or RFPs as per UNFPA procurement procedures
- Issue Purchase Orders for the provision of goods and services by vendors, consultants, and staff.
- Create/update vendors in ATLAS through vendor portal.
- Prepare, submit and coordinate with UNDP for the approval of procurement cases through UNDP Contract, Asset and Procurement Committee (CAP)
- Work closely with UNFPA CAP and country office procurement committee.
- Work closely with government, clearance and forwarding agent for custom clearance, storage and inland transport for goods and equipment procured by UNFPA.
- Assist in designing of dignity Kit, conduct market research and complete timely procurement
- Ensure timely update of order tracking system (OTS) and liaison with UNFPA finance branch to ensure all inventory items adequately reflected in shipment tracker
Logistics:
- Coordinate timely, safe and secure transportation services for staff and expert on missions. Provide oversight for regular vehicles maintenance and insurance.
- Ensure the provision of timely and quality office supplies, material and equipment based on office needs
- Contribute to periodical assets verification exercise and ensure corrective actions are taken where required.
- Coordinate all logistics process including coordination with UNFPA procurement services branch.
- Prepare documents for customs clearance and shipping or transport of equipment to field offices.
- Support optimal communication flow between the office in Tunis and in Tripoli on humanitarian logistics, procurement, vendor profiles, market research of goods and services, including reproductive health, dignity and hygiene kits.
- Collect quotation for goods and services, support the evaluation of bids and submits them for review and selection by the authorized official or committee, as per UNFPA procurement procedures.
- Raises requisitions in UNFPA ATLAS System and other applicable ATLAS work. Assist in the distribution plan of emergency services and goods in cooperation with the humanitarian team.
- Support arrangement of the storage of humanitarian commodities as necessary, follows-up and report on the inventory management and distribution, in close coordination with the humanitarian team. Log and routes incoming and outgoing documents to the office staff for action; reviews and ensures conformity to the UNFPA guidelines and procedures of all outgoing correspondence.
- Assist in contingency planning and logistics preparedness reviews.
- Perform any other duties, as may be required by CO senior management.
Duration and working schedule:The consultancy will be for a period of 3 months (1st of April until 30th of June 2026), with the possibility of extension.
Place where services are to be delivered:Based in Tunis back office.
Delivery dates and how work will be delivered (e.g, electronic, hard copy etc.):The consultant will deliver the work in electronic version and upload the deliverables to UNFPA Libya CO Google Drive (iDocs).
Monitoring and progress control, including reporting requirements, periodicity format and deadline:
● Provide weekly updates to the IOM on progress, challenges, and required management decisions.
● The consultant will provide regular updates on the work performed at the regular weekly Operations team meetings.
Supervisory arrangements: The selected consultant will work closely with UNFPA Libya CO Operations\Program
personnel under the direct supervision of the IOM.
Expected travel: The consultant might be required to travel outside Tunis according to the CO needs.
Inputs / services to be providedby UNFPA or implementing partner (e.g support services, office space, equipment), if applicable:
- UNFPA will provide the consultant with a desk, and office stationery.
- The consultant is required to have his/ her own computer with the required technology to perform his/ her tasks.
Qualifications and Experience:
Education:
- Minimum of 7 years of relevant experience in logistics, administration or procurement with a high school degree Or Bachelor degree with 4 Years of relevant experience.
Knowledge and Experience:
- Practical experience in transportation, shipping, port operations, customs clearance and freight forwarding
- Proficiency in current office software applications and corporate IT systems.
- Prior experience in working with ERP financials is an advantage.
- UN common system experience is desirable Computer Skills: Proficiency in current office software applications and corporate IT systems, and web-based management systems.
Languages:
- Fluency in Arabic and English Lanage is required
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
Functional Competencies:
- Providing Logistical Support
- Managing Data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organizing and multitasking
- Supporting financ
