SUPPLY ASSISTANT

Overview

Assist in managing supply chain processes for UNVMC in Bogota.

You have:

• High school diploma or equivalent is required.
• A minimum of five (05) years of progressively responsible experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required.
• Experience in establishing Scope of Work (SOW), technical evaluations for third party contracts and associated knowledge of Low Value Acquisition (LVA), Purchase Orders (PO) and/or invoicing procedures is required.
• Fluency in both English and Spanish is required, with fluency equals a rating of 'fluent' in all four areas (read, write, speak, understand).
• Training in Information in Power Business Intelligence and System Applications and Products in Data Processing (SAP) or other Technology/Information Systems and Inventory systems is desirable.

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.

Salary

The salary for this job should be more than 2,270 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

This position is located in the Life Support Unit, Supply Chain Management Section of the United Nations Verification Mission in Colombia (UNVMC), in Bogota. The incumbent will report to the Supply Officer in the Life Support Unit.

Responsibilities

Within the limits of delegated authority, the Supply Assistant is responsible for the completion of a variety of specialized activities enabling a smooth flow of supplies to and from mission in the field. • Receives authorized on-line requisitions for stores' supplies from Chief Life Support Unit; verifies requisitions in accordance with units' monthly requirements. Ensures that supplies are issued to requesting offices/sections as per approved requisitions without delay. • Monitors stock of supplies in the stores; conducts regular stock taking of expendable items in the supply stores; informs the supervisor on discrepancies observed and on supplies which require stock replenishment in a timely manner. Ensures that items in the supply stores are arranged in an orderly manner and ensures that supplies are issued to requestors before expiration date of the products. • Assists in raising requisitions for services and items required by the supply Stores; coordinates with offices and sections about the requests received. Provides updates of requisition status on a regular basis. • Assists Technical Inspections regarding inspection of goods and services delivered by vendors. Processes reports by the utilization of tools such as Power BI platforms or similar applications. Updates and monitors stock cards for acquired products. • Participates in the acquisition and the drafting of preliminary specifications for requirements; participates in the preparation of technical evaluation committees and presentations to Local Committee on Contracts. • Assists in conducting periodic inventory of serialized and no-serialized materials and attractive items issued by the Centralized Warehouse Unit and updates records in the system by processing issue vouchers to individual end users of UN property for purpose of transparency and accountability in Systems, Applications, Products in Data Processing (SAP) platforms. • Prepares write-off requests for property, which is lost, obsolete or damaged. Receives technical evaluation reports from Technicians on damaged property or property which has become obsolete and raises request for write-off in the system to facilitate submission by the Claims office. • Ensures that property approved for write-off and disposal is handed over to the Property Disposal Unit and Centralized Warehouse Unit in a timely manner. Provides updates of write-off requests status on a regular basis. • Assists in preparing a variety of monthly, yearly, and ad hoc inventory reports of the field mission's property. Maintains updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and other supply related actions and monitors reports. • Familiarizes new arrival staff with respect to work requirements and applicable UN guidelines and office procedures. • Performs the control of General Supply contracts, such as stationary, office equipment, UN Personal Protection Equipment, and related quality control checklist • Provides an uninterrupted, timely and sound support to Regional Offices within the Colombian Territory. • Provides data driven decisions by analyzing the stock holdings and demands prior providing feedback to Acquisitions Unit to initiate any Shopping Carts for purchases with strict respect of financial rules and regulation under the Umoja (SAP) environment. • Receives Notification orders from the Chief Life Support to execute demands and orders from customers, verify entitlements and scale of issue, organize delivery for approved quantities. • Ensures that all UNVMC policies are applied and followed thoroughly across all processes, including adherence to UNVMC code of conduct and ethics, and integrates a gender-sensitive approach in all functions. • Performs other duties as required.

Competencies

Professionalism: Ability to analyze the customer requirements and good technical skills to provide customer support service. 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. Planning and 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 resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Accountability: Takes ownership of all responsibilities, specially goods and commodities under his/her supervision. Honors commitments delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight, and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Training in Information in Power Business Intelligence Enterprise (Power BI), System Applications and Products in Data Processing (SAP) or other Technology/Information Systems and Inventory systems is desirable.

Work Experience

A minimum of five (05) years of progressively responsible experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level university degree or higher. Experience in establishing Scope of Work (SOW), technical evaluations for third party contracts and associated knowledge of Low Value Acquisition (LVA), Purchase Orders (PO) and/or invoicing procedures is required. Experience in Performance Management, data management, performance (i.e. Power BI) reporting is desirable. Experience with Enterprise Resource Planning (ERP) systems (i.e. Umoja) is desirable. Experience working with International Organizations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in both English and Spanish is required. NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General´s Gender Parity Strategy. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Candidates interested to work for the United Nations Verification Mission in Colombia may wish to check out our Realistic Job Preview videos to get an idea of the living and working conditions in different duty stations in Colombia.: https://www.youtube.com/playlist?list=PL-8SCkVjg-e3073SwTDG1VQf1oLTWfUQ4

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.

Potential interview questions