Supply Assistant

Result of Service The Supply Assistant shall be able to demonstrate some if not all the following skills. Contract Administrator, Fuel Management, and Mathematic Skills, Quality Control strategies, reporting research results, analysis and solution to complex logistical situations

Work Location Organizational Setting and Reporting

Under the overall supervision of the Chief Life Support.

Responsibilities: Within the limits of delegated authority, the Supply Assistant will perform the following duties and responsibilities:

Logistics and Administration - Supports more senior staff with respect to all aspects of major service contracts. - Prepares requisitions/raises Goods Receipts and service entry sheets or other required actions in UMOJA. - Maintains physical and digital inventory controls using both SAP and Windows 365 environments, - Provides updates of requisition status on a regular basis. - Reviews cost estimates for input into budget formulation at the beginning of each fiscal year and during the budget execution. - Monitors budget estimates and reports on funding allocations assigned to each cost center and storage location. - Maintains, updates and ensures accuracy and completeness of computer database recording requisition details, provides data analysis in Business Intelligence platforms (BI Reports) to monitor purchase orders, delivery and invoice actions. - This includes coordinating on delivery schedules, follow-up and receipt of Receiving and Inspection (GR) Reports, verification of invoices against delivery notes , recording contract status at all stages of processes. - Assists with the preparation of presentations on Contracts for Local Committee of Contracts related procurement action. - Prepares routine office correspondence. - Provides procurement, logistical and administrative support to a team of Life Support Unit in the acquisition and management of a wide variety of goods and services.

Fuel Controls:

Carry out activities related to Fuel control (inspection) in 6 main airports, 32 UN offices and possible 572 gas stations across the Colombian territory, the Fuel Assistant will observe fuel usage and verifies fuel consumption in different physical and electronic angles, the Fuel Assistant would monitor Vendor in compliance to the mission SOP mitigation of Fuel loses through a Fraud Prevention systems. - Ensure that Fuel inspections and Fuel controls are implemented in accordance to Fraud Prevention SOP and fuel monitoring procedures; - Enforces procedures concerning Fuel Fraud Prevention to UN Personnel as well as Fuel contractors. - Provide induction to UN staff about Fuel accountability and familiarization to Fuel forms and other UN systems; - Carry out inspections and spot checks to gas stations and UN camps as well as contractors refineries and storage locations across the country; - Review and maintain all fuel accounting forms to enforce strict accountability of all fuel stocks; - Assist to review, monitor and analyze missions fuel consumption patterns by location, for vehicles, aircrafts and generators, both for UN-owned and contractors -owned equipment; - Keep computerized records of all received and issued products for rapid payments to vendors and reports discrepancies to the Chief Life Support Office - Ensure strict accountability of all fuel stocks and investigate any major anomalies or inconsistent fuel consumption; - Conducts inspections to observe environmental aspects, polices, and advise Chief Life Support on elements to solve those cases via the Mission Senior management. - Gets familiar with UN environmental policies and practices in Field Mission. - Draft and provide reports to the Chief Life Support. - Make recommendations and proposals to Chief Life Support on how to improve work and control systems on Fuel Controls.

Other requirements

-The work requires physical activity although sitting much of the day, five days a week. Working during weekends is required from time to time. -The work also involves field visits to UNVMC offices, walking or self-driving to other offices within the immediate mission area as well as traveling to the field offices away from the mission headquarters in Bogota. -Works under general supervision and is expected to carry out the assignments with substantial independence. -Work is reviewed for adherence to instructions, accuracy, completeness and conformance to standard practice or precedent.

Expected duration Minimum 6 Maximum 9 months.

Qualifications/special skills Academic Qualifications: A High School Diploma is required.

University degree in Supply Chain, Conference Services, Fuel Management, Business Administration, Industrial Engineer or related areas is considered an advantage. Experience: The Supply Assistant will be required to have a minimum of four (4) years of progressively responsible experience in any or all the following disciplines: supply management which covers; Customer Service, food services, conference services, inventory, logistics, procurement or Contract Management. Language: - Fluency in English and Spanish is required for the subject position.

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.