REQUISITIONS ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located in the United Nations Mission to Support the Hudaydah Agreement (UNMHA) based in Amman, Jordan. The Requisitions Assistant reports to the Chief Supply Chain and Service Delivery in the Mission Support Component of the mission.

Responsibilities The incumbent participates in the requisitioning processes related to worldwide procurement of diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, stationery and office supplies etc.) in accordance with the Mission Acquisition Plan/Local Source Plan and in support of the mission mandate. She/he will assist to monitor the overall supply chain plan, raise requisitions/shopping carts and follow up with technical units regarding the technical specifications for the requirements, (e.g. Statement of Work (SOW), etc. to ensure resources are used in an optimal way to meet client requirements. She/he will produce service entry sheets for services rendered to UNMHA and OSESGY and submit them to the Finance and Budget Unit for further processing,

Within delegated authority, the Requisitions Assistant will be responsible for 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/LSP and monitors the status of requisitioning and procurement processes of assigned categories;
• Provides guidance on requisition preparation to AMU staff, taking into account changing priorities and emergencies, resulting into an optimal delivery schedule to meet mission's requirements;
• 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.
• Maintains relevant databases and files to keep track of any contractual agreements and updates the various stakeholders regarding the assigned categories;
• Oversees that correct items are selected from the Material Master when raising shopping carts to buy items from catalogues related to global or regional systems contracts;
• Oversees the preparation of requisitions for service contracts requirements and maintenance plans in accordance with the contract terms;
• Ensures that all requisitions for goods have accompanying requisitions for freight forwarding, as appropriate, and includes guidelines for suppliers for detailed packing instructions and delivery plan by destination;
• 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 are in compliance with contract terms and agreed 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, contributes to the development of the Source Selection Plan and maintains relevant internal databases and overviews to keep track of outstanding requisitions; keeps the various stakeholders informed of their status;
• Alerts technical units on any recurring or duplicate requirements in order to optimize the requisitioning and supply chain management process; •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 process;
• Implements 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;
• Supervises and provides work direction and guidance to national staff; manages and coordinates the activities in his/her area of responsibility;

• Performs other duties as requested by his/her reporting line. .

  Competencies Professionalism: Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, requisitioning, warehousing, inventory management, distribution and procurement.-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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education High School or equivalent diploma is required. Technical or vocational certificate/degree in at least one of the following areas is required: logistics, supply chain management, business administration, business law and procurement or related areas. Training as a UN Requisitioner is desirable. Training in the newly established Supply Chain Planning tool for Gross Demand and Net Demand is desirable.

Job - Specific Qualification A Technical or vocational certificate/degree in at least one of the following areas is required: logistics, supply chain management, business administration, business law and procurement or related areas.

Relevant training as a UN Requisitioner is desirable.

Relevant training in the newly established Supply Chain Planning tool for Gross Demand and Net Demand is desirable.

Work Experience A minimum of eight (8) years of progressively responsible experience in supply chain, inventory management, logistics, procurement/contracts management, administration or related area, is required.

Two years of work experience at the international level is desirable.

Experience providing logistics and supply chain support services in a volatile, conflict or post conflict environment is desirable.

Experience working with Enterprise Resource Planning (ERP) systems or similar in the areas of scheduling, inventory control, procurement and/or logistics processes is desirable.

Experience supporting more than one entity simultaneously is desirable.

Experience leading an Acquisition Management or Requisitioning unit/team is desirable.

Experience in the Middle East is desirable.

Previous experience as Local Source Planner is desirable.

Languages English and French are the working languages of the UN Secretariat. For this vacancy, fluency (both oral and written) in English is required. Knowledge of Arabic is desirable

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

Special Notice The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.