Org. Setting and Reporting
This position is located within the United Nations Interim Mission in Lebanon (UNIFIL) with duty station, Naqoura. The incumbent reports to the direct supervisor in Centralized Warehouse Section.Responsibilities
Within the limits of delegated authority, the Supply Assistant will carry out the following duties:
• Implement Centralized warehousing system in the assigned area of responsibility. Create and manage bin locations, manage warehousing of items belonging to technical Sections and carry our warehousing roles in the inventory management system used by the mission.
• Process issues and transfer of inventory of technical Sections (i.e., Engineering Section, Transport Section, FTS section, Security Section, Medical section etc.) based on the approved reservations, service orders or Project’s WBS processed (by the technical Sections) in the inventory system.
• Receive authorized on-line requisitions for stores supplies from Chiefs of Section /Unit.
• Verify the requisitions and issue in accordance with Sections'/Units' requirements.
• Ensure that supplies are issued to requesting offices/Sections as per approved requisitions without delay.
• Monitor stock of supplies in the stores.
• Conduct regular stock taking of expendable items in the supply stores and prepare reports on discrepancies observed.
• Inform Supply Officers on supplies which require stock replenishment in a timely manner.
• Ensure that items in the supply stores are arranged in an orderly manner.
• Plan well in advance on expected delivery of supplies in order to maintain adequate storage facilities for in-coming goods; Implement Quality Control/Assurance to ensure the contractual terms, costs and schedules.
• Assist in raising requisitions for services and items required by the supply Stores.
• Receive requests from offices and Sections and raise requisitions for goods /services required.
• Assist Receipt and Inspection Unit (R&I) in receiving and inspecting goods delivered by vendors and managed by Supply Section.
• Process internal R&I reports for goods in the Supply Stores and forward to R&I unit for processing records of the goods in Umoja, and issue to end users according to established procedures.
• Assist in weekly reconciliation of receipt and issues in order to confirm that nothing is being misappropriated.
• Conduct periodic inventory verification of UN non-expendable property and attractive Property managed by Supply stores and update records in Umoja by processing issue vouchers to individual/end users of UN property for purpose of transparency and accountability.
• Assist with ensuring implementation of the internal control systems including accounting, report and maintenance of all electronic/hard copy records to ensure proper audit trail. Prepare write-off requests for property which is lost, obsolete or damaged.
• Receive technical evaluation report on damaged property or property which has become obsolete and raise request for write-off in the Umoja system to facilitate submission to the Local Property Survey Board (LPSB) by Claims office; ensure that property approved for write-off and disposal is handed over to the Property Disposal Unit (PDU) in a timely manner.
• Perform other duties as assigned by the supervisor.
Professionalism – Practical knowledge of supply management, inventory management or logistics support with good understanding of field support operations, program/contract execution and administration; good understanding of internal procurement policies, practices and procedures; proven analytical skills, including ability to research and analyze data and develop recommendations and plans; proven ability to develop, maintain and supervise 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 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.
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
High school or equivalent diploma is required.Work Experience
A minimum of six (6) years of progressively responsible experience in supply, inventory management, procurement, and logistics support, including at least 2 years at the international level is required. Experience in supporting supply services for international peacekeeping or military operations in a harsh and conflict environment is desirable. At lease a minimum of two years’ experience in the use of an inventory management System (e.g. SAP, UMOJA, etc.) and any other database is required. Experience in the use of SAP in inventory management is an added advantage. Knowledge of UN rules, regulations and working practices pertaining to field Missions is also desirable.
Experience in Transport warehouse management operations is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
• This position is temporarily available for a period of 6 months. 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 assignment 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.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• 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.
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
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.