Vehicle and Spare Parts Acquisition Planning Assistant

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.

Assignment is non-family (GOMA)

Within the delegated authority, the Vehicle and Spare Parts Acquisition Planning Assistant will be responsible for the following duties and participate in the business processes for the acquisition of various services and commodities (e.g., vehicle spare parts, workshop tools, and equipment), in accordance with the section acquisition plan, to support the Transport Section and the Mission mandate. She/he will assist to monitor the overall supply chain plan and perform acquisition planning activities to ensure resources are used in an optimal way to meet customer requirements.

• Assists in the preparation of the annual (draft) acquisition plan prior to the budget formulation as part of the mission logistics planning process based on section priorities. • Assist in the reporting analyses by using IT/Computer skills and develop analytical charts. • Develop and maintain local database to keep records/logs in ways that optimize performance. • Monitors section requisitions of the assigned categories to ensure purchase requests are based on the forecasted acquisition plan. • Maintains proper and complete records of administrative documents of all related to the acquisition transactions, purchase order, petty cash invoices, and proformas for accountability and easy reference. • Assist in preparations of distribution plan for vehicle spare parts, batteries, tires and workshop tool / equipment and communicate the same with SCM and MOVCON to ensure final delivery. • Assist in obtaining quotations from the local market for spare parts, tires and batteries etc, whenever required considering the best value for money BVM. • Implements the mission policies and procedures, Standard Operating procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process. • Prepare fleet and assets management reports, customized reports, gathered information on all fleet assets and provided in-depth reports periodically and when requested. • Assist in providing fleet status report for the preparation of the sections budget, raising and or following up acquisition of vehicles and spare parts, shipping, receiving, inspection, numbering/ registration, pre-delivery service and warranty registration. • In coordination with Sector Transport Officers conduct annual physical verification exercise of all MONUSCO Transport Section assets, ensured that follow-up actions are implemented, and a timely report is produced on the results as per the year-end instructions from the mission. • Generate assets reports from the database and analyze statistical information, identify trends and developments in fleet-related matters that will assist in decision making. • Assist in the implementation of the Mission Vehicle and spare parts Acquisition Plan to ensure that the mission fleet is optimized to meet the requirements. • Prepare asset disposal plan on a regular basis and report to the Head of the Unit to ensure that vehicles and spare parts which meet write-off criteria are regularly disposed of and arranged with the support and guidance from the Property Management Unit.

Furthermore, UN Volunteers are required to:

• 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; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • 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: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: 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 (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • 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, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote, and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity, self-reliance, and commitment to the UN core values.

the following fields: Acquisition planning, software/application management, UMOJA, spare parts and inventory management, transport operations, and experience as a vehicle mechanic is desirable. Experience in other UN Missions or AFPs is an advantage.

Advance computer knowledge and working experience with the MS Office programs such as MS Word. MS Excel and MS Access are mandatory, word and Outlook

The Democratic Republic of Congo is the second largest country in Africa, and as a result is quite diverse.

Living conditions therefore vary between MONUSCO duty stations, with all usual amenities present in the capital Kinshasa, but only very basic conditions in remote duty stations in the provinces, where, for instance, there may be no guarantee of public power supply nor running water. The ability to live and work in difficult and harsh conditions of developing countries is essential.

Accommodation is very expensive in both Kinshasa and Lubumbashi. Supermarkets exist in the large towns (e.g. Bukavu, Kisangani), but consumer items are generally very expensive (as everything is imported). For food, local markets offer a much cheaper alternative.

All MONUSCO duty stations are considered non-family duty stations, except for Kinshasa, Lubumbashi and Entebbe which are now considered family duty stations, and most are currently under UN Security Phase III (“relocation phase”: internationally-recruited staff are temporarily concentrated or relocated to specified sites/locations). In addition to insecurity related to the relatively volatile political situation as well as various conflict situations, certain places are subject to increasing street and residential crime, including in Kinshasa and Goma.

Some degree of medical service is provided in all MONUSCO duty stations. Certain vaccinations are mandatory for MONUSCO personnel to enter the DRC, while others are compulsory for all other incoming persons. It is possible for incoming MONUSCO personnel, including UN Volunteers, to be asked to provide proof of some or all vaccinations, though this is unlikely. All UN Volunteers must ensure that they are up-to-date with all appropriate vaccinations, which should be clearly and properly endorsed in the International Certificate of Vaccination (“carte jaune”). Malaria is present virtually throughout the DRC, and it is therefore recommended to take prophylaxis.

The unit of currency is the Congolese Franc. The US dollar is the other preferred currency. It may be impossible to exchange traveller’s checks away from the capital city. Credit cards are usually accepted in major hotels only in Kinshasa. In larger towns and cities (e.g. Kinshasa, Goma, Bukavu, Kisangani), UN Volunteers are recommended to open US Dollar bank accounts, while in other places, banks may be absent (including ATMs) and VLA payments will be processed in cash. UN Volunteers have the possibility to send part of their allowances to a bank account abroad.

In addition to French, there are four major spoken languages in DRC, namely Lingala, Kikongo, Tshiluba and Swahili.