Org. Setting and Reporting
The United Nations Global Service Centre (UNGSC) provides critical Logistics, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world.
This position is in the Asset Management Cell, Planning Support Unit within the Supply Chain Service (SCS), UNGSC. The Planning Support Unit performs a central role in the implementation of Global Asset Management across the United Nations operations. This includes the clearing-house role for engineering, supply, transport and medical equipment; support to missions in liquidation and transition: categorization of assets in Preliminary Asset Disposal Plan (PADP), enhancement of the accuracy of data, advisory support to United Nations Headquarters (UNHQ) in developing the policies and issuance of directives and missions in the implementation of the same.
The Logistics Assistant will report to the Chief, Planning Support Unit.
Within delegated authority, the Logistics Assistant will be responsible for the following
• Supports mission staff with respect to all aspects of major service contracts.
• Prepares requisitions/raises service entry sheets or other required actions in UMOJA.
• Provides updates or requisition status on a regular basis.
• Responds to acquisition clearance requests by checking inventory availability in UMOJA.
• Monitors budget estimates and reports on funding allocations.
• Maintains, updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and invoice actions. This includes coordinating
on delivery schedules, follow-up and receipt of Receiving and Inspection (R&I) Reports, verification of invoices against R&I reports, recording contract status at all stages of processes.
• Assists with the preparation of presentations on contracts for Local Committee on Contracts (LCC) related procurement action.
• Prepares routine office correspondence.
• Monitors and reports on implementation of logistics plans, including movement and delivery of assets, completion of project functions and status of contract amendments as required.
• Manages and maintains records of the procurement thresholds set for each contract.
• Maintains supporting files, database and monitor reports.
• Establishes and maintains relevant reference library.
• Initiates requisitions when required, records deliveries, progressive funding and expenditures, liaises with different departments on receipts and associated actions.
• Ensuring availability of valuable assets to Field Missions through replenishment of Strategic Deployment Stocks (SDS), management of UN Reserve stock and creating Stock Transport
Orders (STO) to effect intermission transfers.
• Supporting Field Missions in liquidation by populating the Provisional Asset Disposal Plan (PADP) and coordinating the transfer of these assets to receiving missions.
• Controls and manages supply related items requisition and delivery.
• Records contract actions and monitors activity.
• Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures.
• Performs other duties as required.
PROFESSIONALISM: Knowledge of policies, practices and regulations on management of
supplies, purchasing and logistics and ability to apply them in an organizational environment.
Ability to maintain accurate records and prepare reports on a wide variety of data. 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.
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.
High school diploma or equivalent is required.
Certification in Project Management (Prince 2 or equivalent) or Supply Chain certification (SCOR, CSCP or equivalent) is desirable.
A minimum of five (5) years of experience in supply chain management, contracts administration, logistics or related area is required.
Experience in work processing programmes, such as Microsoft Office, is required.
Experience in procurement or inventory management is desirable.
Experience in assisting in the requisition process in the management of global systems contracts is desirable.
Experience in the use of an Enterprise Resource Planning (ERP) System is desirable.
Experience within the UN common system or other similar international organization is desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required. Knowledge of another official United Nations language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Recruitment for this position is done on a local basis. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to International Staff.
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.
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.