SUPPLY ASSISTANT

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. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Central Warehouse Unit under the Service Delivery & Supply Chain Management of the United Nations Mission Support in Libya (UNSMIL), Libya. The position is based in Tripoli . The incumbent will report to the Chief Central Warehouse Unit.

Responsibilities

The Supply Assistant will be responsible for the following functions:

1. SUPPLY: • 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. • communicates with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects. • 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. • Liaises with vendors (moving companies) invloved with the transfer of office furniture, items and/or equipment from outside locations. • 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. • Anaylyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical informaiton. • Assists in providing detailed specifications for new equipment acquisitions and in making suggestions for adapting existing equipment to new environs. • Assists in devising systems contract Requests For Proposals (RFPs).

Inventory: • Assists new mission survey/start-up team by initializing the accounting records for the Property and Control Inventory Unit, supervising the Receiving and Inspection of all UN owned property, participating in the In-Survey of contingent owned equipment, evaluating requirements and producing initial assessments for mission budget planning for Supply Section commodities. • Develops, in close collaboration with the computer programmer, systems designs for inventory assets tracking applications including file structure, records and screen layouts; test new or modified applications for suitability to unit requirements and make recommendations for improvements. • Assists in taking physical inventories of field mission's property and in investigating and reconciling discrepancies. • Ensures that the field mission's assets are bar-coded, decaled and tagged as per the guidelines; • Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable property. • Assists in preparing a variety of monthly, yearly and ad hoc inventory reports of the field mission's property as required, including those on surplus (damaged/obsolete) non-expendable property, on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable property, etc. • Assists in supervising sales and/or disposals of property. • Assists in preparing and issuing catalogues listing non-expendable property together with code numbers; Supervises staff within Unit. • Provides training and advises to Property Record Custodians on inventory-related matters. • Provides administrative and technical support in managing UN owned field assets or other UN owned property in relevant UN asset control databases (e.g. Field Asset Control system (FACS), Scandata, ProcurePlus, etc.) and trains users on these databases; proposes, implements and/or monitors technical or procedural changes to relevant database(s) as necessary and carries out preliminary programming and testing of those changes within the system; Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases. • Performs other duties as requried.

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.

Job - Specific Qualification

Not available.

Work Experience

At least seven years of progressively experience in inventory, supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required. The minimum years of relevant experience is reduced to five (5) 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 English is required. Knowledge of Arabic 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

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 candidate is responsible for any travel expenses incurred in order to take-up the appointment. 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.

Interested applicants who are working with UN Contractors must fulfill the obligations of their contracts with the UN Contractors in order to be eligible to apply for this vacancy.

When completing the Candidate Profile form, ensure ALL fields, ALL work 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.

An appointment shall not be granted to a person who is the father, mother, son, daughter, brother, sister, stepchildren, or step sibling of a staff member. This restriction applies to relationships within the United Nations Secretariat and not to those with the separately administered Agencies, Funds or Programmes.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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.

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 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.