Requisitioning 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.

Assignment is non-family (GOMA)

Under the supervision of the Chief Acquisitions & Planning the duties of the Requisitions Assistant will include but are not limited to the following:

• Prepares requisitions for diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies etc.) in a timely manner in accordance with the mission's acquisition plan/LSP and monitors the status of requisitioning and procurement processes of assigned categories;

• Maintains relevant electronic as well as hard copy databases and files to keep track of any contractual agreements and updates the various stakeholders regarding the assigned categories.

• Oversees that correct Product IDs/items are selected from the Material Master when raising shopping carts to buy items from catalogues related to global or regional systems contracts.

• Undertake the preparation of requisitions for service contracts requirements and maintenance plans in accordance with the contract terms.

• Monitors the use of adequate lead times from requisitioning so that realistic foreseen delivery dates are duly inserted in the requisitions; also ensures that all requisitions follow contract terms and agreed the delivery schedules.

• Works in close collaboration with internal stakeholders, such as the technical units in Service Delivery and Supply Chain and assists in the preparation of the technical specifications, (e.g., Statements of Work (SOWs), Terms of Reference (TOR), etc.) for various services and commodities not available from existing stock or systems contracts, ensuring completeness of the requirement and technical evaluation criteria.

• Collaborates with the Procurement Section on the procurement process for raised requisitions and maintains relevant internal databases and overviews to keep track of outstanding requisitions; keeps the various stakeholders informed of their status in Umoja.

• Alerts technical units on any recurring or duplicate requirements to optimize the requisitioning and supply chain management process.

• Raise shopping Cart in UMOJA according to the acquisition plan and follow closely their execution with the clients in coordination with Procurement Section accordingly.

• Liaises with counterparts in the UN Global Service Center (UNGSC) on item availability prior to raising requisitions/shopping carts to acquire new items and raises internal (transfer) orders for items to be supplied from existing inventory of Strategic Deployment Stock (SDS) or surplus stock in other missions.

• Liaises with Procurement Section regarding the procurement process for raised requisitions and maintains relevant internal databases and overviews in order to keep track of outstanding requisitions and keeps the various stakeholders informed of their status.

• Adheres to mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines and instructions, governing the requisitioning and procurement process.

• Supports internal control systems including maintenance of accurate and complete accounting, reporting, and all electronic/hard copy records for quality control purposes and ensure proper audit trail.

• Participate in supply chain planning, draft demand, and acquisition plans, review gross demand, update net demand and annual source plan.

• Liaise with technical and other Sections on mission acquisitions, procurement, budgetary and financial matters.

• Perform any other duties as requested by the supervisor.

Professionalism Respect for diversity and gender Teamwork Integrity Communication

Logistics or Supply chain

The Democratic Republic of Congo is the second largest country in Africa, and as a result is quite diverse. Living conditions therefore vary between MONUSCO duty stations, with all usual amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where, for instance, there may be no guarantee of public power supply nor running water. The ability to live and work in difficult and harsh conditions of developing countries is essential. Accommodation is very expensive in both Kinshasa and Lubumbashi. Supermarkets exist in the large towns (e.g. Bukavu, Kisangani), but consumer items are generally very expensive (as everything is imported). For food, local markets offer a much cheaper alternative. All MONUSCO duty stations are considered non-family duty stations, except for Kinshasa, Lubumbashi and Entebbe which are now considered family duty stations, and most are currently under UN Security Phase III (“relocation phase”: internationally recruited staff are temporarily concentrated or relocated to specified sites/locations). In addition to insecurity related to the relatively volatile political situation as well as various conflict situations, certain places are subject to increasing street and residential crime, including in Kinshasa and Goma. Some degree of medical service is provided in all MONUSCO duty stations. Certain vaccinations are mandatory for MONUSCO personnel to enter the DRC, while others are compulsory for all other incoming persons. It is possible for incoming MONUSCO personnel, including UN Volunteers, to be asked to provide proof of some or all vaccinations, though this is unlikely. All UN Volunteers must ensure that they are up to date with all appropriate vaccinations, which should be clearly and properly endorsed in the International Certificate of Vaccination (“carte jaune”). Malaria is present virtually throughout the DRC, and it is therefore recommended to take prophylaxis. The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange traveller’s checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), UN Volunteers are recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and VLA payments will be processed in cash. UN Volunteers have the possibility to send part of their allowances to a bank account abroad. In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.