Job Opening

Posting Title: Inventory and Supply Assistant, G5
Job Code Title: PROPERTY CONTROL AND INVENTORY ASSISTANT
Department/Office: Department of Safety and Security
Duty Station: NEW YORK
Posting Period: 26 October 2017 - 24 November 2017
Job Opening Number: 17-Property and Asset Management-DSS-87621-R-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Special Notice

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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

Org. Setting and Reporting

The United Nations Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the security management system to enable the
safest and most efficient conduct of the security programmes and activities of the United Nations System. The Security and Safety Service is responsible for providing security to delegates, staff, visiting dignitaries and other visitors. This position is located in the Supply Unit, Security and Safety Services New York. The incumbent reports to the Supply Unit supervisor.

Responsibilities

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

Supply:
• Monitors budget estimates, funding allocations, fund expenditures, etc., and reports on status and progress.
• Prepares requisitions and enters data to initiate requisition process.
• Records contract status at all stages of process.
• Coordinates with respective counterparts on delivery schedules.
• Ensures that Receipt and Inspection reports accurately reflect requisitioned items, and that invoices are processed by the Accounts Payable Unit.
• Provides updates on requisition status to relevant units.
• Manages and maintains records of procurement thresholds for each contract.
• Maintains, updates and ensures accuracy of computer database by recording requisition details, purchase orders, delivery activity and invoice actions.
• Updates and maintains a database of consumables and related thresholds. Ensures that all items are assigned to the appropriate custodian and entered into the asset control database and in accordance with IPSAS requirements.
• Performs other duties as required.

Inventory:
• Ensures UN assets are assigned stock numbers, bar-coded, decaled and tagged as per UN guidelines.
• Conducts periodic physical inventories of UN office equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property.
• Submits reports on physical inventories to the Assistant Chief of Special Operations and Inspector of Special Operations.
• Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property; enters data on all incoming expendable and non-expendable property, acquisitions, disposals, transfers, deletions and corrections.
• Collaborates in the sale of non-expendable property declared surplus or unserviceable and in the destruction of property.
• Maintains records of all sales, trade-ins, donations, destructions and write-offs approved by the Property Survey Board.
• Updates the Property Record Custodians database according to Departmental requests.
• Assists in preparing reports on consumption, proposed consumption and HQ procurement lead-time for non-expendable UN property.
• Provides administrative and technical support in managing UN-owned assets in the relevant UN asset control databases and in accordance with IPSAS requirements, and trains users on these databases.
• Performs verification and data migration of existing field mission property or logistics unit control databases.
• Provides training and advises to Property Record Custodians from all Departments on inventory-related matters.
• Performs other duties as required.

Competencies

Professionalism: Knowledge of relevant United Nations, or other similar large international organization, rules and regulations, of budgetary and administrative procedures, policies and particular, inventory and control guidelines; ability to organize and summarize data and information required for a variety of reports, etc.; develop, maintain and operate management control systems for assets, materials, services and claims; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems challenges; remains calm in stressful situations.

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 & 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.

Work Experience

A minimum of five (5) years of experience in inventory and supply management, property management, logistics, procurement, warehousing, administration or related area, is required. Experience in managing and maintaining data in computerized databases is desirable. Experience with IPSAS is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other official UN languages is desirable.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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