Spare Parts Acquisition and Data Analysis Assistant

Volunteering Logistics & Procurement

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)

Until June 2025, with possible 12-months extension, pending renewal of the mandate.

Within the terms of the organization's delegated authority and under the direct supervision of the Chief Acquisition Unit, the UNV/Spare Parts Acquisition and Data Analysis Assistant will perform spare parts acquisition and data analysis duties and will participate in the business processes for the acquisition of various services and commodities (e.g., vehicle spare parts, workshop tools, and equipment) under the section Acquisition Plan, to support the Transport Section and the Mission mandate. She/he will assist in monitoring the overall Workshop Plan and perform acquisition planning activities to ensure resources are used optimally to meet customer'screquirements.

The UN Volunteer/Spare Parts Acquisition and Data Analysis Assistant will be responsible for the following duties:

• Maintains proper and complete records of administrative documents related to acquisition transactions, purchase orders, petty cash invoices, and proformas for accountability and easy reference • Establish itemized lists for acquisition and match stock with demand on time through the most efficient use of supply-chain resources in parallel with the Mission Acquisition Plan. • Monitors section requisitions of the assigned categories to ensure purchase requests are based on the forecasted acquisition plan, inventory levels are aligned with the demand planning cycle, and the spare parts Acquisition Plan is correctly implemented. • Identify potential cost-savings/cost-avoidance opportunities and facilitate efficient utilization of resources. • Raise requisitions (LVA) in UMOJA for goods and services on immediate operation requirements. • Follow up on vendors' invoice payment processes in Umoja and create Service Entry Sheets (SES) to enable effective invoice payment to vendors. • Address cost-recovery transaction (SO) in UMOJA for service/goods received by external entities from MONUSCO Transport Section on a cost-recovery basis. • Perform petty cash activities in Umoja and on hand for the Transport Section HQ in Goma. • Prepare timely and accurate reports to monitor and track spare parts consumption and workshop service order accuracy. • Perform quarterly analysis of spare parts projection and consumption, focusing on the efficiency and economy of vehicle spare parts. • Develop and maintain a detailed database to keep records/logs in ways that optimize performance. • Prepare analysis and reports and develop analytical charts using IT/computer skills. • Prepare detailed and appropriate distribution plans for vehicle spare parts, batteries, tires, and workshop tools/equipment and communicate them with SCM to ensure final delivery. • Assist in obtaining quotations from the local market for spare parts, tires, batteries, etc., whenever required, considering the best value for money. • Follow up on the acquisition, shipping, receiving, inspection, proper recording, and warranty for spare parts. • Act according to the mission policies, standard operating procedures (SOPs), guidelines, and instructions governing the acquisition planning and requisitioning process. • Prepare disposal plans regularly and report to the Head of the Unit to ensure that the spare parts that meet write-off criteria are periodically disposed of and arranged with the support and guidance from the Property Management Unit and following the related SOPs. • Perform additional tasks as instructed by his supervisor.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working • relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote, and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity, self-reliance, and commitment to the UN core values.

• Qualification in vehicle engineering, transport, business administration, statistics, logistics or related field is required. • Working experience in the field of automotive repair and maintenance is required. • Working experience in ERP/ Umoja Systems is Desirable. • Qualification and experience in computer science, or statistics are required. • Experience working with UN missions or agencies is desirable. • Demonstrated experience in training/coaching or the interest to do so is essential. • Affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN System.

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.

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Added 13 days ago - Updated 2 hours ago - Source: unv.org