SUPPLY ASSISTANT

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. More about G-5 contracts.

Org. Setting and Reporting This position is located in the Warehouse and Commodity Management Section of the United Nations Mission in South Sudan (UNMISS), Malakal. The Supply Assistant will report to the Warehouse Supervisor or his/her designated official.

Responsibilities Within the delegated authority of the Warehouse Supervisor, the Supply Assistant will be responsible for the following duties:

- Receive authorized on-line registration for stores' supplies from Chiefs of Sections and Heads of Units; verifies requisitions in accordance with sections' / units' monthly requirements. Ensure that supplies are issued to requesting offices/sections as per approved requisitions without delay. - Monitor stock of supplies in the stores; conduct regular stock taking of inventories in the supply stores; inform the supervisor on discrepancies observed and on supplies which require stock replenishment in a timely manner. Ensure that items in the supply stores are arranged in an orderly manner and ensure that supplies are issued to requestor before expiration date of the products. - Assist in raising requisitions for services and items required by the supply stores; coordinate with offices and sections about the requests received. Provide updates of requisitions status on a regular basis. - Assist Receipt and Inspection (R&I) Unit in receiving and inspecting goods delivered by vendors and managed by Supply Chain. Processes internal R&I reports for goods in the Integrated Warehouses Stores and forwards to R&I Unit for processing records of the goods in the system and issue to end users according to established procedures. Update and monitor stock records for acquired products. - Participate in the acquisition and the drafting of preliminary specifications for requirements as required; participate in the preparation of technical evaluation committees and presentations to Local Committee on Contracts as required. - Assist in conducting periodic inventory of UN Non-Expendable property and attractive property managed by Integrated Warehouses Stores and update records in the system by processing issue vouchers to individual end users of UN property for purpose of transparency and accountability. - Prepare required write-off requests for property which is lost, obsolete or damaged. Receive technical evaluation reports on damaged property or on property which has become obsolete/expired and raise request for write off in the system to facilitate submission by the Claims office. - Ensure that property approved for write-off and disposal is handed over to the Property Disposal Unit in a timely manner. Provide updates of write-off status on regular basis. - Assist in preparing a variate of monthly, yearly and ad hoc inventory reports of the field mission's property. Maintain updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and other supply related actions and monitors reports. - Familiarize new staff with respect to work requirements and applicable UN guidelines and office procedures. - Performs other duties as required.

Competencies - Professionalism: Knowledge of relevant United Nations rules and regulations, of budgetary and administrative procedures, policies and directives, in particular, inventory and control guidelines. Ability to organize and summarize data and information required for a variety of reports, etc. Ability to develop, maintain and operate management control systems for assets, materials, services and claims. 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 and honours 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 Have a valid general/heavy-duty driving license is required.

  Diploma/Certificate in Logistics/Supply Chain/Warehouse Management or related fields is desirable.

  Proven computer skills and training in software applications such as Outlook, Word and Excel is desirable.

  Work Experience A minimum of five (05) years of work experience in inventory and supply management, property management, logistics, procurement, warehousing, or related area is required.

  Relevant field experience in international or UN peacekeeping operations is required.

  Experience in operating fork-lift is desirable.

  Knowledge of ERP/Umoja/SAP database is desirable.

  Languages English is the working language of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.

  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. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

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.