SUPPLY ASSISTANT

Overview

Assist in supply management and logistics support for UN conferences.

You have:

• Completion of high school diploma or equivalent is required.
• Supplementary training in the areas of ICT, Supply Chain, Inventory and Logistics, or related fields is required.
• A minimum of seven (7) years' experience involving computerized general office work is required.
• Experience in asset management and storekeeping, a minimum of two (2) years is required.
• Knowledge of and experience working with ERP systems such as Umoja is desirable.
• Fluency in oral and written English is required.
• Knowledge of another United Nations Officials language is desirable.

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 2,109 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 The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This post is in the Division of Conference Services (DCS), Information Technology Unit. Under the direct supervision of the Chief of the Information Technology Unit, the incumbent will perform the following functions:

Responsibilities 1. SUPPLY & LOGISTICS: - Receives requests and allocates approved requests for, supplies and/or equipment to various departments, sections or missions. - Makes periodic surveys of departments, sections, or missions to ensure appropriate use of allocated, supplies and/or equipment. - Replenishes stores with supplies and/or equipment and ensures that they are securely and properly stored. - Advises on purchase schedules taking into account needs for anticipated replacement of, and replacement programmes for, existing supplies and/or equipment. - Conducts receiving and inspection formalities for incoming items; makes necessary arrangements to return damaged or defective inventoried items. - Coordinates Procurement activities including LVAs, RFQs, RFPs including: a). Assisting in providing detailed specifications for new equipment acquisitions and in making suggestions for adapting existing equipment to new environs. b). Assisting with initiating requisitions, verifying funding, performing technical evaluations, providing comparative reports of proposed bids, providing preliminary recommendations of successful bids and certifying invoices for payment. - Analyses and suggests improvement to the efficient operation of store or warehouse operations. •Assists in taking physical inventories of UN property and in investigating and reconciling discrepancies. - Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines. - Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments. - Assists in supervising sales and/or disposals of UN property. - Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers. •Maintains Standard Operating Procedures (SOPs) and streamlines processes to improve efficiency. - Researches innovative technologies and best practices in the field.

2. MEETING & CONFERENCE SUPPORT: - Supplies and sets up IT / Conference equipment for staff members and for meetings/conferences. - Provides IT Support to delegates and meeting organizers and ensures timely resolution of incidents/problems. - Manages the Digital Signage system for Conference Services.

3. REPORTING: - Maintains Standard Operating Procedures (SOPs) and streamlines processes to improve efficiency. - Assists in preparing a variety of monthly, yearly and ad hoc inventory reports of UN property as required. - Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information. - Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. - Assists with visualizations and updating information material such as web pages or brochures. - Performs other related duties as may be required.

Competencies PROFESSIONALISM: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other's ideas and expertise; is willing to learn from others; places team agenda before personal agenda. Supports and acts following final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishment and accepts joint responsibility for team shortcomings.

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 clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timelines for delivery of products or services to clients.

Education Completion of high school diploma or equivalent is required. Supplementary training in the areas of ICT, Supply Chain, Inventory and Logistics, or related fields is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. The GGST is administered to applicants when required before the administration of a written assessment and/or interview. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience A minimum of seven (7) years' experience involving computerized general office work and the use of the Microsoft Office applications such as Word, Excel & Powerpoint is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

A minimum of two (2) years working in asset management and storekeeping is required.

Knowledge of and experience working with ERP systems such as Umoja is desirable.

Knowledge of and experience working with Digital Signage systems is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another United Nations Officials language is desirable.

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 will be followed by competency-based interview.

Special Notice Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to legislative body funding availability.

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.

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.

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.

Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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.

Potential interview questions