Job Opening

Posting Title: Inventory and Supply Assistant, G6 (Temporary Job Opening)
Job Code Title: SUPPLY ASSISTANT
Department/Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 05 June 2019 - 18 June 2019
Job Opening Number: 19-Logistics and Supply Chain-ECA-116793-J-Addis Ababa (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

This position is located primarily in Property Management Unit of the Supply Chain Management Section within the Division of Administration. The Inventory and Supply Assistant typically report to the section chief or the unit supervisor.

Responsibilities

Within delegated authority, the Inventory and Supply Assistant (G6) will carry out the following duties:

Supply
•Receives requests and allocates approved requests for furniture, supplies and/or equipment to various departments, sections or missions;

•Makes periodic surveys of departments, sections, or missions to ensure appropriate use of allocated furniture, supplies and/or equipment;

•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

•Replenishes stock room or warehouse with furniture, supplies and/or equipment, and ensures that these items are securely and properly stored;

•Advises on purchase schedules taking into account needs for anticipated replacement of, and replacement programmes for, existing supplies, furniture, and/or equipment;

•Conducts receiving and inspection formalities for incoming items; makes necessary arrangements to return damaged or defective inventoried items;

•Liaises with UN departments and vendors (moving companies) involved with the transfer of office furniture, items and/or equipment from outside locations;

•Assists 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 within the Umoja or the Field Assets Control System (FACS);

•Analyses and suggests improvement to the efficient operation of stockroom or warehouse operations;

•Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information;

•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)

•Supervises staff within Unit;

•Performs other duties as required.

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 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 preparing a variety of monthly, yearly and ad hoc inventory reports of UN property as required, including those on surplus (damaged/obsolete) non-expendable UN property, on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property, etc;

•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;

•Supervises staff within Unit;

•Provides training and advises to Property Record Custodians from all Departments 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 required.

Work implies frequent interaction with the following:
Staff in the immediate Property Management Unit and section, at Headquarters, and in field missions; procurement staff, suppliers and vendors.

Competencies

• PROFESSIONALISM: Demonstrates effectiveness in developing supply contracts, plans, policies, procedures and programmes. Demonstrates fiscal awareness and responsibility. Knowledge of relevant UN rules and regulations, of budgetary and administrative procedures policies and directives, and in particular of inventory and control guidelines, directives and procedures. Ability to develop, maintain and supervise management control systems for assets, materials, services and claims. Strong analytical skills. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.


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


• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or Global General Service Test (GGST).

Work Experience

Seven years of experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area.

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 official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include assessment exercise which may be followed by competency based interview.

Special Notice

• This post is advertised temporarily for an initial period of six months. Extension of appointment is subject to satisfactory performance and availability of funds. If the selected candidate is a staff
member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• This job opening is only open to the staff members of the United Nations Secretariat who (1) serve in the duty station specified in the job opening; (2) hold a permanent, continuing or fixed-term appointment; and (3) have been appointed following the review of the Central Review Panel, or upon meeting other regular requirements for the duty station, job level and category and functional area. Staff members holding an appointment limited to service to a specific entity are not eligible to be considered if this position is outside that entity. Staff members holding a temporary appointment are not eligible for consideration.


•This post is advertised temporarily for an initial period of six months. Extension of appointment is subject to satisfactory performance and availability of funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• 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.

• 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.

• 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.

• 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. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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.

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.

Sorry, this job opening is no longer available.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2019 United Nations. All rights reserved