Job Opening

Posting Title: REQUISITIONS ASSISTANT, FS4
Job Code Title: REQUISITIONS ASSISTANT
Department/Office: Field Missions
Duty Station: Field Locations
Posting Period: 11 December 2017 - 24 January 2018
Job Opening Number: 17-Logistics and Supply Chain-FMADFS-88461-P- (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the United Nations in peacekeeping operations, special political missions, and other field operations. The Requisition Assistant usually reports to the Requisition Officer in the Mission Support Component of the mission.

Responsibilities

The incumbent participates in requisitioning processes of significant complexity related to the worldwide procurement of diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, stationery and office supplies etc.) in accordance with the Mission Acquisition Plan and in support of the mission mandate. She/he will assist in monitoring the overall supply chain plan, raise requisitions/shopping carts, and follow up with technical units regarding the technical specifications for the requirements, e.g. Statement of Work (SOW), Terms of Reference (TOR), etc. to ensure resources are used in an optimal way to meet client

Within delegated authority, the Requisitions Assistant will be responsible for the following duties:

• Prepares requisitions for diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies etc.) in a timely manner in accordance with the mission's acquisition plan and monitors status of requisitioning and procurement processes of assigned categories;
• Prioritizes requisition preparation as per guidance of Requisitions Officer, taking into an account changing priorities and emergencies, resulting into an optimal delivery schedule to meet mission's requirements;
• Liaises with counterparts in acquisition planning unit or UNGSC on items availability prior to raising requisitions to acquire new items and raises internal (transfer) orders for items to be supplied from existing inventory of Strategic Deployment Stock (SDS) or surplus stock in other missions.
• Maintains relevant databases and files to keep track of any contractual agreements, and updates the various stakeholders regarding the assigned categories;
• Selects correct items from the Material Master when raising shopping carts to buy items from catalogues related to global or regional systems contracts;
• Prepares requisitions for service contracts requirements and maintenance plans in accordance with the contract terms;
• Verifies that all requisitions for goods have accompanying requisitions for freight forwarding, as appropriate, and includes guidelines for suppliers for detailed packing instructions and delivery plan by destination;
• Applies adequate lead times from requisitioning so that realistic foreseen delivery dates are duly inserted in the requisitions; also ensures that all requisitions are in compliance with contract terms and agreed delivery schedules;
• Works in close collaboration with internal stakeholders, such as the technical units within Service Delivery and Supply Chain Services/Sections, and assists in the preparation of the technical specifications, e.g. Statements of Work (SOWs), Terms of Reference (TOR), etc. for various services and commodities not available from existing stock or systems contracts, ensuring completeness of the requirement and technical evaluation criteria;
• Liaises with Procurement Section regarding the procurement process for raised requisitions, contributes to the development of the Source Selection Plan and maintains relevant internal databases and overviews to keep track of outstanding requisitions and keeps the various stakeholders informed of their status;
• Alerts Requisitions Officer and acquisition planning unit of any recurring or duplicated requirements to optimize the requisitioning and supply chain management process;
• Implements mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines and instructions, governing the requisitioning and procurement process;
• Implements internal control systems including maintenance of accurate and complete accounting, reporting and all electronic/hard copy records for quality control purposes and ensure proper audit trail;
• Provides work direction and guidance to national GS staff; manages and coordinates the activities in his/her area of responsibility.
• Performs other duties as requested by the Requisitions Officer.

Competencies

Core Competencies:

Professionalism:
-Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, requisitioning, warehousing, inventory management, distribution and procurement.
-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;
-Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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

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 or equivalent diploma is required. Technical or vocational certificate in at least one of the following areas is required: logistics, supply chain management, business administration and procurement or related areas.

Work Experience

A minimum of six (6) years of progressively responsible experience in supply chain, inventory management, logistics, procurement, administration or related area is required. Experience providing logistics and supply chain support services in a volatile, conflict or post conflict environment is desirable. Experience working with Enterprise Resource Planning (ERP) systems or similar in the areas of scheduling, inventory control, procurement and/or logistics processes is desirable.

Languages

English and French are the working languages of the UN Secretariat. For this vacancy, fluency (both oral and written) in English or French is required. Knowledge of English is required. Knowledge of another UN official language is an advantage.

Assessment

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

Special Notice

The United Nation Secretariat maintains rosters of qualified and available candidates to fill anticipated job openings in peacekeeping operations, special political missions, and other field operations. The purpose of this job opening is to generate a list of qualified candidates for inclusion in the roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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