Receiving and Inspection Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The R&I Unit in UNAMA’s Centralized Warehousing Receives and Inspects all items procured, including equipment, oils, spirits and lubricants purchased by the United Nations for UNAMA, as well as all items transferred from various United Nations missions to UNAMA. In addition, it conducts Board of Survey for United Nations assets (UNOE) under write-off.

Within the delegated authority and under the supervision of Chief Centralized Warehousing (CCW) or his/her designated mandated representative(s), the UN Volunteer in Receiving and Inspection Assistant role will:

• Monitor periodic flow of incoming shipments, coordinate receipt, pre-inspection on condition prior to storage and deliver quality safe warehousing services before initial physical inspection and handover.
• Ensure that items received are in accordance with specifications, terms and conditions specified in the relevant purchase order (PO), letter-of-assistance (LOA) or contract;
• Actively participate in the receiving and inspection procedures throughout the entire mission area for the delivery of rations and other assets as required;
• Maintain and closely monitor R&I operational Dashboard for ongoing and pending cases and expediate the backlog tasks or cases with persistent follow up.
• Maintenance of monthly records of R&I reports and staff output/productivity records with data accuracy Process R&I Reports in UN ERP system (SAP-Umoja) with correct product ids for quality control and IPSAS compliance.
• Prepares and submits R&I reports, discrepancy reports, and disposal reports for the unit chief’s approval; Identify anomalies and/or discrepancies and the details thereof, or any other reason for rejection and record in Damage Discrepancy Reports (DDR), posted on the system and presented to R&I supervisor and Procurement for immediate action; Process of Goods Receipt reports are done in Umoja system;
• Produces Business Intelligence reports on monthly basis and when requested by supervisor and or CCW.
• Submit finalized R&I Reports to Procurement, KJSO Finance, respective warehousing units and to all the concerned stakeholders within UNAMA including UN Headquarters/ UNGSC if any; Monitor all data entry of Property Plant and Equipment (PPE), attractive items and Expendable (EP) property before receiving in Umoja, as well as monitoring and verifying the accuracy and comprehensiveness of all items reflected in SAP Business Objectives to track the mission KPI of virtual goods receipt for UNAMA Identification and bar-coding all PPE/ UNOE in accordance with the Item Master Catalogue (IMC);
• Ensure close coordination with Requisitioning Unit, Property Management Unit, KJSO vendor unit, procurement unit and warehousing unit or any concerned stakeholders within UNAMA regarding new deliveries, storage, technical inspections and physical checks;
• Monitor track and tracing of Goods in Transit (GIT) and Transfer of Control (TOC) as per INCOTERMS 2010 and timely process Virtual R&I reports within the KPI timeline Compile monthly Financial Accrual Statistics for Goods in Transit as per International Public Sector Accounting Standards (IPSAS)
• Participate in R&I desk reviews and work plan development. Maintains daily accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and SOPs;
• Submit a Monthly Log Report to the CCW or as and when required adhoc reports;
• Availability to report to work at short notice, even during holidays and weekends when required;
• Engage in cross functional warehousing activities and availability for deployment for operational requirement any time in all UNAMA mission area in Afghanistan
• When working with (including supervising) national staff or (non-)governmental counterparts, the incumbent is strongly encouraged to set aside dedicated time for capacity development through coaching, mentoring formal and on-the-job training;
• Perform other related tasks/duties, as and may be required.
• Furthermore, UN Volunteers are required to:- Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take
  active part in UNV activities (for instance in events that mark International Volunteer Day)
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country
• Provide annual and end of assignment reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

-Accountability -Commitment to Continuous Learning -Communication -Integrity -Professionalism -Working in Teams

in R&I, PCIU, property management, Supply Chain or related areas.

Secondary/high school diploma in any of the following: logistics, property and inventory management, accounting, business administration, mathematics, physical sciences, economics or related field. A first level degree in any of these is an advantage.

Area of Specialization: - Database design, administration and maintenance Mandatory - Inventory, asset and warehouse management Mandatory

Afghanistan is a hardship duty station with a volatile security. Living and working conditions for UN volunteers in UNAMA are like the living conditions of all other internationally recruited staff members. UN volunteers are provided with safe accommodation in an extensive compound in Kabul with good infrastructure and amenities. The mission has three compounds in Kabul: Compound Alpha, and UNOCA (UN Operational Complex in Afghanistan) the largest one.

UNAMA has three different locations in Kabul, most of the substantive offices, including the SRSG’s are located at the so-called alpha Compound and Palace #7 , which is adjacent to UNDP close to the city center, while most of the administrative and technical support offices are located at the UNOCA compound on Jalalabad Road, at some distance from central Kabul.

Generally speaking, stringent security measures are in place throughout the country and UN volunteers as other UN staff, are quite limited in all Afghan duty stations when it comes to movement, walking virtually not allowed. The movement is done inside the “green box” (only) mostly in armored vehicles driven by national qualified UN drivers. Many places are off limits (including restaurants). There is also a curfew throughout the country, generally from 11pm to 5:30am but this can very between duty stations.

There are number of security measures to be compiled with, such as the minimum Operational Residential Security Standards or MORSS before moving into any accommodation. The UNAMA Security section provides these guidelines during the initial security briefing up-on arrival in the mission area.

Upon arrival, volunteers are accommodated at the UNV designated accommodations within the UNOCA compound for a fix charge of US$ 10 per day (US$ 300 per month for a room), exclusive of food. Inside the UNOCA compound are two cafeterias, a restaurant, a “Super Ette” and 3 small shops which provide a variety of imported canned and frozen food on offer. There is a Fresh vegetable market daily. There is also a social center, a gym hall and a small library with books and DVDs, run by the welfare Office, within the same compound.

In the provinces, the situation is different where UN personnel are confined to guess houses in most of the regions, both electricity and water are readily available, although water can sometimes run low as a result of severe droughts in the last couple of years. Most guesthouses have secured water (e.g. through a well in the compound) and generators in the event of power failure.

Some degree of medical service is provided in all UNAMA duty stations. There is a UN clinic in UNAMA/UNOCA complex, and access is granted in Kabul to other private international clinics.

Most produce/staples are common in the markets e.g. rice, meat, vegetables, cooking oil, salt etc. UNOCA has a new minimarket where basic goods can be bought also. There are also a number of UN cleared supermarkets in Kabul, in Jalalabad, and in Mazari-Sharif.

Contact with and outreach to the local community is usually limited. As mentioned, many places are off-limits, and the choice of recreational facilities are very poor. For all these rea-sons, bring a stock of books, DVDs/VCDs, computer games, etc., is highly recommended.

Living allowances are paid in US$ at the end of each month, but bank transfers by UNAMA to accounts abroad are possible. There are several Western Union money transfer offices in Kabul and two other international banks are operating downtown as well as in the UNAMA compound.

Summer in Afghanistan is hot and dry but winter is the opposite – cold and wet. Therefore, both summer and winter clothing and comfortable boots with insulation are necessary. Most common consumer articles are available in Kabul (and in the regions).