Job Opening

Posting Title: Inventory and Supply Associate, G7
Job Code Title: SENIOR SUPPLY ASSISTANT
Department/Office: Office for the Coordination of Humanitarian Affairs
Duty Station: KYIV
Posting Period: 01 July 2022 - 19 August 2022
Job Opening Number: 22-Logistics and Supply Chain-OCHA-183120-R-Kiev (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Operations and Advocacy Division (OAD), in the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

This position-specific job opening is being published for the position of Inventory Supply Associate in Kyiv, Ukraine (the duty station may be subject to change, as the operational situation in the country evolves). Under the overall supervisor of the Administrative Officer, OCHA Ukraine, the incumbent reports to the Assistant Procurement Officer.

Responsibilities

Within limits of delegated authority and depending on location, Inventory and Supply Associate at this level may be responsible for the following duties:

Inventory:
• Supports 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.
• Facilitates 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.
• Supports 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.
• 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.

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.
• Supports 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 Enterprise Resources Planning systems (ERPs) 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).

Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

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.

Education

High school diploma or equivalent is required. University Degree in Finance, Business or Public Administration is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administration, finance, programme support, supply chain management, or related area is required.

Experience with Enterprise Resources Planning systems (ERPs) is required.

Experience in emergency situations (complex emergency or natural disaster) is desirable.

Relevant experience within the UN Common System or other comparable international organization is desirable.

Languages

French and English are the working languages of the UN Secretariat. For this position advertised, fluency in English and Ukrainian (both oral and written) is required. Knowledge of Russian is desirable.

Assessment

The evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA.

Appointment against this post is on a local basis. Candidates for the National General Services category shall be of the nationality of the country, where this position is located (limited to Ukrainian nationals).

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. An impeccable record for integrity and professional ethical standards is essential.

Please note that the duty station within Ukraine may be subject to change depending on the evolving operational situation in-country.

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.

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.

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.

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