Supply Assistant

Org. Setting and ReportingThe Department of Operational Support (DOS) provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The Travel and Transportation Section provides travel and transportation services at UN Headquarters (travel, shipments management, UN travel documents (e-UNLP & UN Certificates), visas and host country services, local transportation, materials management and UNHQ garage operations. This position is located in the Material Management Team of the Travel and Transportation Section. The Inventory and Supply Assistant will report directly to the General Foreman under the overall supervision of the Chief of Unit. ResponsibilitiesSUPPLY • Monitors budget estimates, funding allocations, fund expenditures, etc., and reports on status and progress. Certifies fund commitments and approves shopping carts/reservations up to an authorized level for UNHQ Global Fund for stationery and office supplies expenditures. • Prepares shopping carts and enters data to initiate requisitioning process. • Plans procurement actions for inventory replenishment, required equipment and contract renewals; forwards shopping carts to Procurement Division (PD) for action; monitors and follows up on status to ensure that procurement activity is undertaken to meet required delivery timetables. • Monitors the performance and services provided by external contractors; records contract status at all stages of process. • Coordinates with vendors, UN Security and requisitioners on delivery schedules. • Ensures that goods receipts are completed accurately to reflect requisitioned items, and that invoices are processed by the Accounts Payable Unit. • Reviews Purchase Orders for adherence to UNHQ policies and procedures; provides updates on Purchase Orders’ status to relevant units. • Manages and maintains records of procurement thresholds for each contract. • Maintains, updates and ensures accuracy of computer database by recording shopping carts’ details, purchase orders, delivery activity and invoice actions. • Assists staff in matters related to office supplies requisitioning policies and procedures, pricing and product availability, as well as shopping carts guidance. • Performs other duties as required. INVENTORY • Ensures UN assets are assigned Umoja serial 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. • Monitors Departments’ inventory records, processing of shipment requisitions, reviews processing invoices for payment, scheduling deliveries and pickups, in addition to preparing reports and coordinating special projects. • Submits reports on physical inventories to the Chief of Unit. Prepares reports for warehouse and Accounting Departments related to inventory balances, price lists and shortages. • 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 disposal 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 purchases. • Assists in preparing reports on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property. • Provides administrative and technical support in managing UN-owned assets in Umoja. • Performs verification and data migration of existing property or logistics unit control databases. • Performs other duties as required. Competencies• Professionalism – Knowledge of relevant United Nations rules and regulations, of budgetary and administrative procedures, policies and directives, in particular, inventory and control guidelines. Ability to organize and summarize data and information required for a variety of reports, etc. Ability to 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 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. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of work experience in inventory and supply management, property management, logistics, procurement, warehousing, or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience in performing supply or inventory related duties in Enterprise Resource Planning system or equivalent is required. LanguagesEnglish 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. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAt the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Appointment or assignment against this position is for an initial period of one year. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.