Requisitions Assistant

Volunteering Admin IT & Telecom

Overview

Prepare requisitions for various services and commodities in a timely manner.

You have:

• At least five years of progressively responsible working experience in administration, budget, accounting, finance, or other related fields.
• Experience in budget preparation, monitoring of budget implementation, and budget performance reporting.
• Good knowledge of SAP modules: Financial Accounting, Funds Management; familiarity with UN systems (e.g., Umoja or similar) is an advantage.
• Fluency in English is required, with excellent oral and written communication skills.
• Computer skills: MS Excel, MS Word, PowerPoint, Outlook.
• Experience working in humanitarian, development, or UN field operations, including coordination with vendors, service units, and partners, is an asset.
• Excellent drafting, formulation, and reporting skills.
• Ability to work and adapt professionally and effectively in a challenging environment.

Contract

This is a UNV contract. More about UNV contracts.

This position is in the United Nations Peacekeeping mission in the Democratic Republic of the Congo (MONUSCO). The UNV Requisitions Assistant reports to the Chief Acquisition Planning Officer in the Acquisition Planning Unit/ Supply Chain Management Services.

This assignment will be based with MONUSCO in Entebbe (Uganda) duty Station. More information : https://monusco.unmissions.org/en

Within the limits of delegated authority, the Requisitions Assistant will be responsible for performing the following duties:

• 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, and monitors the status of requisitioning and procurement processes of assigned categories.

• Prioritizes requisition preparation as per guidance of the Acquisition Planning Officer, taking into account changing priorities and emergencies, resulting in an optimal delivery schedule to meet the mission's requirements.

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

• Maintains relevant databases and files to keep track of any contractual agreements and update the various stakeholders regarding the assigned categories.

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

• Ensures that sufficient funds are available for all requirements.

• 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 comply with contract terms and agreed delivery schedules.

• Works in close collaboration with internal stakeholders, such as the technical units within Service Delivery and Supply Chain Services/Sections, 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 regarding the procurement process for raised requisitions, and monitors outstanding requisitions, keeping the various stakeholders informed of their status.

• Performs local market searches for immediately required goods and services, obtains the same through accepted procurement procedures, gathers relevant information for further processing.

• Implements mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines, and instructions governing the requisitioning and procurement process; contributes to the periodic review and maintenance of these.

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

• Supervises and provides work direction and guidance to junior requisitions assistants; manages and coordinates the activities in his/her area of responsibility.

• Performs other duties as requested.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

At least five years of progressively responsible working experience in administration, budget, accounting, finance, or other related fields.

• Experience in budget preparation, monitoring of budget implementation, and budget performance reporting. • Good knowledge of any of the following SAP (Systems, Applications, and Products in Data Processing) modules: Financial Accounting, Funds Management; familiarity with United Nations (UN) systems (e.g., Umoja or similar) is an advantage. • Excellent drafting, formulation, and reporting skills. • Experience working in humanitarian, development, or UN field operations, including coordination with vendors, service units, and partners, is an asset. • Fluency in English is required, with excellent oral and written communication skills. • Accuracy and professionalism in document production and editing. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches for communications for development. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. • Computer skills: MS Excel, MS Word, PowerPoint, Outlook. • Self-motivated, with the ability to work with minimum supervision and meet tight deadlines. • Affinity with or interest in peacekeeping volunteerism as a mechanism for durable development and the UN system.

As Uganda’s main international airport is located in Entebbe, it serves as the primary entry point for international travellers. It offers direct connections to and from major global and regional destinations, including Addis Ababa, Amsterdam, Brussels, Cairo, Dar es Salaam, Dubai, Johannesburg, Juba, Kigali, Kinshasa, London, Nairobi, and others.

Entebbe is a family duty station and serves as the logistical and administrative support hub for MONUSCO. Located on the shores of Lake Victoria, it offers a safe and comfortable living environment with good-quality accommodation, reliable electricity and water, supermarkets, banks, restaurants, medical facilities, and internet services. Rental costs are moderate by international standards, while imported goods may be relatively expensive.

Entebbe International Airport is connected to Kampala via the modern Entebbe–Kampala Expressway, which significantly reduces travel time between the airport and the capital.

Entebbe and Kampala are currently classified under UN Security Level III (moderate), reflecting a stable but cautious operating environment requiring adherence to standard security risk management measures. This level indicates that while the overall environment is permissive for operations, personnel should remain vigilant and comply with security advisories.

The Security Management Team (SMT), along with other entities within the UN security management system (such as wardens), meets regularly to monitor the security situation and ensure preparedness. The Security Section, in coordination with the Department of Safety and Security (UNDSS), provides regular updates and conducts mandatory security briefings for newly arrived personnel, including updates on political, social, and operational developments. Movement advisories (e.g. on night travel along certain routes) may be issued periodically based on risk assessments.

A Level 1 clinic is available at the United Nations Regional Service Centre Entebbe, and several UN-approved private hospitals are located in Kampala.

Certain vaccinations are mandatory for entry into Uganda, including yellow fever. While verification at the airport is not always consistently enforced, travellers may still be required to present proof of vaccination upon arrival. All UN personnel must therefore ensure that vaccinations are up to date and properly documented in the International Certificate of Vaccination (yellow card).

Entebbe is designated as a family duty station for UN personnel. International schools, healthcare facilities, and recreational amenities are available in Kampala and, to a lesser extent, in Entebbe. Markets and supermarkets are also readily accessible.

Multiple mobile network providers operate across Uganda, and SIM cards and airtime are widely available. UN personnel have access to office internet and telephone services, including the option to make personal calls using a PIN-based system on a cost-recovery basis.

Entebbe enjoys a mild tropical climate year-round and provides a high standard of living compared with most MONUSCO field locations in the Democratic Republic of the Congo.

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Potential interview questions

Added 14 days ago - Updated 17 hours ago - Source: unv.org