RECEIVING AND INSPECTION ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting

The position is located in the United Nations Interim Administration Mission in Kosovo.

Responsibilities

Within the limits of delegated authority, the Receiving and inspection Assistant will carry out the following duties:

• Conducts physical inspections and quality control of mission United Nations Property to ensure that all items are accounted for and in serviceable condition. • The R&I Warehouse Assistant is responsible for performing the receipt and visual inspection of materials against commercial procurement or inter-plant (office/country) transfers. • Responsible for printing and serialising received equipment and, when applicable, noting vendor-provided barcodes into the equipment records. • Responsible for creating goods receipt reports in Umoja. • Prepares and submits Receiving and Inspection (R&I) reports, discrepancy reports, and disposal reports for the Unit Chief’s approval. • Identifies anomalies and/or discrepancies and the details thereof, or any other reason for rejection and records in Damage Discrepancy Reports (DDR), posted on the system and presented to the Inbound supervisor and procurement for immediate action. • Reviews Goods’ Receipts reports in UMOJA and R&I Reports in the Inventory Management System. • Ensures accuracy of serial and barcode numbers, product descriptions, net total on hand and exact location of product. • Maintains daily accurate and auditable property records in an Inventory Management System for property control, guidelines, manuals and SOPs. • Updates all physical verification records and data entry in the Inventory Management System. • Assists stakeholders in the application of property management policies and procedures to meet organisational standards and goals, guidelines and mission’s SOPs. • Produces Business R&I reports every month and when requested by the supervisor. • Assists in drafting statements of requirements for contracts and services for disposal. • Assists in monitoring the execution of contracts for the disposal of property and supplies, including all types of waste material, including classification and handling of dangerous goods, in compliance with environmental policies. • Assist the Disposal Assistant in receiving and disposing of assets approved for disposal. • Assists Technical Units in preparation of equipment write-offs and processing of write-off cases through relevant property survey boards. • Interacts with other property management stakeholders and providers of services, in particular Technical Units, Procurement Section, and Local Property Survey Boards, as appropriate. • Assists in carrying out Board of Survey functions as and when required. • Provide reports on statistical analysis of United Nations property. • Assist in monitoring and analysing contract performance to ensure compliance with contract terms, schedules, and cost objectives. • Perform other duties as required.

Competencies

Professionalism: Knowledge of the United Nations property control and inventory procedures. Demonstrates effectiveness in warehouse operations. Knowledge of relevant UN rules and regulations, of budgetary and administrative procedures policies and directives, and in particular of inventory and control guidelines, directives and procedures. Ability to develop and maintain control systems for assets, materials, services and claims. Strong analytical skills. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and commitment for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

Completion of secondary education/ high school diploma is required. A first-level university degree may be accepted in lieu of two years of required experience.

Job - Specific Qualification

Supplementary technical training in assets management or a related area are desirable. Relevant training, certifications/ diploma are desirable: • Supply Chain Management Certificates/Diplomas • Warehouse Module certificates in SAP/ERP e.g. Umoja • Business Intelligence (BI) Training

Work Experience

A minimum of five (5) years of progressively responsible experience in receiving and inspection, supply chain, finance and budget, logistics or procurement, audit and accounting or related area is required. The minimum years of relevant experience is reduced to 3 years for candidates who posses a first-level university degree or higher.

Experience working with Enterprise Resource Planning (ERP) is desirable.

Experience in receiving/shipping for IT, Engineering, Security, Transport, Medical and General Supplies goods and services, 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. All staff in the General Service and related categories 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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.