Supply Assistant-Operations and Database Management

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

United Nations Volunteers Programme, by agreement with the UN Department of Operational Support (DOS) and Peacekeeping Operations (DPKO), deploys UN Volunteers to support DOS/DPKO peace operations in a range of countries. Within this framework, UNV maintains a Field Office to support UNISFA (United Nations Interim Security Force for Abyei). This position is in the United Nations Interim Security Force for Abyei (UNISFA). The UNV Supply Assistant-Operations and Database Management reports to the Chief Life Support Section or his Designated Official to support operations in the unit.

Under the direct supervision of the Chief Life Support Section or his Designated Official, the UN volunteer will undertake the following tasks:

• Work in the UNISFA Life Support Contract Section (Fuel, Rations) to support the overall management of Rations/Fuel Operations within the Section;

• Assist in the management and implementation of the Supply work plan and budget, including development and maintaining of the electronic database/computerized system (UMOJA) in support of accounting, delivery of emergency stocks (Combat Rations Packs/Bottled Water); equipment or material requisitioned and received;

• Create and maintain if required, the fuel database through EFMS (Electronic Fuel Management System) in support of monitoring fuel expenditures, purchase orders balance/status and NTE.

• Ensure respective functions in ERMS (Electronic Rations Management System) - Recipe& Food requests review; feeding strength management; Bulk/ Final Food orders processing; Delivery confirmation; Performance management; Good Receipt Reports- are timely executed with accuracy;

• Ensures that rations/fuel shortages are replenished in a timely and coordinated manner to ensure reliable flow of rations/fuel in the mission;

• Designs, develops and updates relevant software for tracking, reconciliation, and costing purposes;

• Perform quantitative analysis of requisitions and items consumed and perform consistency checks to ensure that the database reflects accurately all delivery notes and receipts;

• Work in collaboration with the Supply Team to verify rations and fuel invoices, through ERMS/EFMS;

• Ensure that the invoices are accompanied by adequate supporting documents and create Service Entry Sheet in Umoja for their payment;

• Process quarterly to the evaluation of the contractors through the CPRT (Contract Performance Reporting Tool);

• Performs other duties as required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Integrity and professionalism: high degree of personal initiative and willingness to accept wide responsibilities; ability to take ownership, and work independently under established procedures;

• Accountability: ability to operate in compliance with organisational rules and regulations;

• Planning, effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner, ability to establish priorities and to plan, coordinate and monitor work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

• 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 the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client;

• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;

• Communication; proven interpersonal skills; good spoken and written communication skills;

• Flexibility and willingness to live and work in hazardous and remote places, involving physical hardship and little comfort, and including possible extensive travel within the Mission area;

• Commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

Using ERMS (Electronic Rations Management System), budget and UMOJA including generating reports. Knowledge of Microsoft Access, Excel with analytical skills to join tables in Queries, to filter, group and summarize required data. Good analytical and problem-solving skills and ability to handle wide range of database related issues. Experience in Supply Chain Management will be an asset and preferable. Knowledge of HACCP is critical. A minimum of five years of progressively responsible experience in food rations operations, catering services and at least two years of experience in the procurement/administration/ management of large scale goods and/or services contracts is required. Experience in Rations/Fuel Operations; ERMS; EFMS; UMOJA; Data Management; Reporting is required. Experience in managing support services of international peacekeeping or military Food Supply Operations is desirable. Training in Electronic Rations management and Electronic Fuel management is desirable

General: This assignment is based in the UNISFA Headquarters – Abyei - Sudan. Currently this duty station is designated as non-family. Due to the terrain, the area is prone to flooding during the rainy season which lasts from late May until Mid-November. The average rainy season temperature is 30°C and temperatures in the dry season average 37°C.

Accommodation: Due to the security situation in Abyei, coupled with the fact that there are limited residential accommodation options in the community that meet UN security and safety standards for staff, expatriate UN staff deployed to Abyei are generally provided secured UN accommodation in a camp-style environment. The UN-provided accommodation is equipped with minimum room furniture and is configured as a single room with bath and toilet facilities. Power and water (including purified water) is provided inside the camp by the UN. As per OHRM rules, a reasonable cost recovery for accommodation is made from VLA. Due to the duration of the issuance of the Sudanese visa, UNVs may temporary and/ or permanently be assigned to Gok-Machar which is one of the UNISFA sectors where visas for Sudan are not required. Accommodation and conditions in Gok-Machar are similar to those in Abyei.

Food and Diet: There is a UN managed cafeteria inside the UN Camp in Abyei. The standard and quality of food is limited with a repetitious daily menu. Wide varieties of food are not available and may not be to the personal taste of UNVs. Volunteers may wish to cook their own meals in common kitchen facilities situated at convenient locations within the camp. This would require the volunteer to obtain basic cooking items such as saucepans, fry pans, plates, knives, etc.

Health: UN Volunteers should be aware that they could be exposed to a number of tropical diseases and should complete all medical formalities specified in the Offer or Travel Advisory before traveling. Yellow Fever vaccination is compulsory before coming to the mission area, while vaccinations for Hepatitis A & B, Typhoid, Tetanus/Diptheria, Polio and Meningitis are recommended if confirmed by the volunteer’s physician. UN Volunteers, like other international personnel, are to bring their Vaccination Card to the mission. Malaria prophylaxis is highly recommended. Due to large numbers of various types of insects in the mission area, it is also recommended to use insecticide-impregnated nets and insect repellants. UN personnel have access during working hours to a Civilian Clinic (Level 1) inside the UN Camp at Abyei and 24-hour access to a fully operational military hospital (Level 2) within same camp at Abyei.

Rest and Recuperation: International personnel in UNISFA, including UN volunteers, are entitled to a 6 -week Rest and Recuperation (R&R) cycle. This means that after every 6 weeks of being in the mission area, the volunteer is entitled to take a break in either Entebbe (UNISFA designated R & R location) or any other destination outside the mission area. The entitlement is 5 calendar days R&R, 1 day official (Admin) and 2 travel days. The UN flight from Abyei or any other deployed site in the mission area to Entebbe can be used for free (return flight). However, personnel are responsible for their accommodation, meals and any other expenses while on R&R. R & R trips must be approved by the supervisor.