Job Opening

Posting Title: Supply Assistant
Department/Office: United Nations Verification Mission in Colombia
Duty Station: BOGOTA
Posting Period: 21 December 2018 - 13 January 2019
Job Opening Number: 18-United Nations Verification Mission in Colombia-109201-Individual Contractor
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Result of Service

• Manage store / outlet for fast moving items, organize regular replenishment from the main store, minimize stock holdings and proceed to cycle counts, bi-annual 100% physical inventory and subsequent stock adjustment authorized by the Warehouse Distribution Centre Manager at Mission Level.
• Provide uninterrupted, timely and sound support to 8 satellite locations.
• Proceed to local purchases when necessary in strict respect of financial rules and regulation (Petty cash and Direct Expenditures).
• Receive requests from end users, verify entitlements and scale of issue, organize delivery for approved quantities.
• Install and Coordinate with warehouse staff to install furniture on site.
• Accountable for UN properties with correct and accurate data in the Galileo Inventory Management System (IMS).
• Maintain permanent contact with the Chief Logistics and implement the Unit strategy.
• Assistance in the repair and maintenance of Office Equipment and Furniture assembly.
• Assistance in the preparation of documents for solicitations.

Work Location

Bogota

Expected duration

Maximum nine (9) months contract.

Duties and Responsibilities

* THIS JOB OPENING IS OPEN ONLY TO COLOMBIAN NATIONALS

Responsibilities:

Under the Chief Life Support Unit, the General Supply Unit, plans and defines major essential requirements by developing SOWs and TORs and, will serve as a Service Order Requester with the Life Support Office.

Within the terms of organization’s delegated authority and under the direct supervision of Chief Life Support Unit, the Supply Assistant will undertake the following tasks and responsibilities.


General Supply and Stores:

- Provide an uninterrupted, timely and sound support to none Regional Offices within the Colombian Territory.
- Proceeds to analyze stocks and demands prior providing feedback to Acquisitions Unit to initiate any Shopping Cart for purchases with strict respect of financial rules and regulation under the UMOJA (SAP) environment.
- Receive Notification orders from the Chief Life Support and Chief Supply Chain Management to execute demands and orders from customers, verify entitlements and scale of issue, organize delivery for approved quantities.
- Install and Coordinate with warehouse staff and related subordinates, for the implementation of General Supply Projects.
- Accountable for UN properties Expendable and Non Expendable with correct and accurate data in the Galileo Inventory Management System (IMS) and UMOJA system.
- Maintain permanent contact with the Chief Life Support to implement the Unit strategies.
- Assistance in the repair and maintenance of Office Equipment and Furniture assembly.
- Assistance in the preparation of Scope of Works (SOW) documents for solicitations of various General Supply projects.
- Monitor expiry dates, take proactive action to organize the stock rotation to prevent expiration and ensure good storage conditions.
- Perform the control of General Supply contracts Such as stationary, Office Equipment, UN PPEs, and related quality control checklist.
- Proceed on monthly basis to the physical inventory and subsequent stock adjustment authorized bt Properrty Mangament Manuals.
- Accountable for UN properties with correct and accurate data in the Galileo Inventory Management System (IMS) and excel spreadsheet when applicable.
- Receive requests from end users, verify entitlements and scale of issue, organize delivery for approved quantities.
- Install and Coordinate with warehouse staff to install furniture on site.
- Accountable for UN properties with correct and accurate data in the Galileo Inventory Management System (IMS).
- Maintain permanent contact with the Chief Logistics and implement the Unit strategy.
- Assistance in the repair and maintenance of Office Equipment and Furniture assembly.
- Assistance in the preparation of documents for solicitations.

Rations and water:

- Keep Regional staff and civilians 14 DOS emergency stock reserve in ration and water packs in 8 regional offices and 26 Local cites.
- Monitor expiry dates, take proactive action to organize the stock rotation to prevent expiration and ensure good storage conditions.
- Inspection of supply custodians during the food delivery with the quality control check list.
- Proceed on monthly basis to the physical inventory and subsequent stock adjustment authorized by the Ration Operations Supervisors at Mission Level.
- Accountable for UN properties with correct and accurate data in the Galileo Inventory Management System (IMS) and excel spreadsheet when applicable.
- Maintain permanent contact with the Chief Logistics and implement the Unit strategy.

Administration:
- Maintain accurate, reliable and auditable filing system to document all operations and support to non-MNCU entities.
- Responsible for the administrative coordination and support of all Logistics needs in region via Regional Support Office.
- Submit the weekly and monthly reports to the head of Supply Unit and other Logistics Units.


Work implies frequent interaction with the following:

The Supply Assistant will require frequent interactions, primarily with; Chief Life Support, Chief Supply Chain Management, Chief CITS, Chief ENG, and, Executive Officers and Chief Mission Support, throughout the United Nations Headquarters, Offices away from Headquarters (OAHs), and Peacekeeping Missions.

Qualifications/special skills

Academic Qualifications: High School diploma is required. Technical School diploma or a University degree is considered an advantage. The Supply Assistant will be required to hold a Certification from a recognized and accredited educational institution. The Supply Assistant will need to provide a copy of his/her education degree/diploma obtained with employment certificate from or copy of contract with the last employer.
Experience: The Supply Assistant will be required to have a minimum of four (4) years of relevant experience in logistics field or Supply Chain management is required.
Language: Fluency in Spanish is required. Knowledge of English is highly desirable.

Additional Information

Personal Attributes:
The Supply Assistant shall be able to demonstrate some if not all the following skills. General Math Skills, reporting research results, dealing with complex logistical situations, fair Innovation, ability to work under stressful circumstances and cooperate with other team members, analytical and problem solving skills, effective communications skills, effective negotiation and mediation skills, computer skills to operate spreadsheets, database and word processing, programs at a fair level.

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.

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