Assistant Supply Officer

Contract

This is a NO-A contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. It usually requires 1 years of experience, depending on education. More about NO-A contracts.

Org. Setting and Reporting

This position is located in the Warehouse and Commodity Management Section of the United Nations Mission in South Sudan (UNMISS), Juba. The incumbent will report to the Chief Centralized Warehouses Unit or his/her designated official.

Responsibilities

Within the delegated authority of the Chief Centralized Warehouses Unit, the Assistant Supply Officer will be responsible for the following duties:

• Responsible for the receipt, storage, maintenance, security and issue of stock for customers;
• Plan the supply needs for the entitle UN Sections/Units/individuals in the region/site;
• Liaise with the Sector, Military, Police, Special Police Unit, Logistics Officer regarding supply operational requirements;
• Make monthly request for stock to the Central Warehouse and record receipt of stock, physical movement and location of inventory in the warehouse into the Umoja database;
• Maintain inventory accuracy for stock on hand through the assigned Supply Assistants, apply inventory performance metrics to determine overstock situations, and alert the supervisors about excess stocks;
• Maintain the store database, ensure its integrity and report the status to the supervisor;
• Ensure database accuracy for the movement of stock in the warehouse. When discrepancies are noted, initiate investigation for correction of database records as required;
• Responsible for ensuring that stock is put away quickly from the staging area after completion of quality control checks;
• Ensure all items received for storage are labelled, properly arranged in the storage shelves/bins and correctly entered into the database;
• Receive and process requests for goods and issues them to entitled Sections/Units/Individuals. Keep a record of the issues signed by the receiving person;
• Conduct quality & quantity control of materials on release, transfer in and out from the warehouse as well as conduct cycle count or expendable items on as and when required basis;
• Assist in codification process of newly received items making sure the headquarter guidelines on property management are adhered to;
• Support with identifying inventory to be written off based on usage patterns and ABC analysis;
• Develop, review, monitor, assess and manage technical contracts for the provision of support services;
• Plan and prepare current cost estimates/budget implications and long term forecast of requirements for machinery, equipment, tools, materials, services and supplies;
• Develop and update relevant software for tracking, reconciliation and costing purposes and initiate actions to procurement, maintenance and disposal of items;
• Establish and/or review mission requirements and initiate actions to fulfill and control these requirements;
• Conduct technical survey visits both in start-up phase and during implementation to plan and ensure most efficient use of resources;
• Develop and plan for deployment of assets when missions are liquidated. Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained;
• Analyse problems, audit and performance reports on mission activities and provide remedial action programmes where required;
• Maintain accurate allocation and control of all equipment and stores received, stored and distributed by the mission and manage field supply delivery operations;
• May provide guidelines to or supervise new/junior staff;
• Perform other related duties as required.

Competencies

Professionalism: Knowledge of supply operations, practices and contract management. Ability to specify business rules in the specific supply area. Show pride in work and in achievements; demonstrate professional competence and mastery of subject matter; are conscientious and efficient in meeting commitments, observing deadlines and achieving results; are motivated by professional rather than personal concerns; show persistence when faced with difficult problems or challenges; remain calm in stressful situations. Take responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: Work collaboratively with colleagues to achieve organizational goals; Solicit input by genuinely valuing others' ideas and expertise; are willing to learn from others; Place team agenda before personal agenda; Support and act in accordance with final group decision, even when such decisions may not entirely reflect own position; Share credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Develop clear goals that are consistent with agreed strategies; Identify priority activities and assignments; Adjust priorities as required; Allocate appropriate amount of time and resources for completing work; Foresee risks and allows for contingencies when planning; Monitor and adjust plans and actions as necessary; Use time efficiently

Education

University Degree (Bachelor or equivalent) preferably in business administration, public administration, supply chain, engineering, or related field is required.

Job - Specific Qualification

Have a valid private driving license and proven ability to drive 4X4 manual gear vehicles is required. (Attach copy of your Driving License)

Relevant training in MS applications such as Outlook, Word and Excel are required.

Knowledge of Umoja/SAP database is required.

Work Experience

A minimum of two (2) years of progressively responsible professional experience in supply chain, project/contract management or logistics support preferably in the field of Warehouse Management is required.

Experience in inventory management, in managing a database of expendable and non-expendable assets is desirable.

Experience in international military or peacekeeping logistics, contract management and administration is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English both oral and written is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. All staff shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. An impeccable record for integrity and professional ethical standards is essential.

Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

This post is located in Juba. Please note that anyone selected will be required to report for duty in that location on the agreed date and will also be expected to arrange their own accommodations. There is no UN provided accommodation. If the selected candidate is unable to report to the identified Duty Station, the contract will be considered void.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.