Org. Setting and Reporting

This position is located in the Acquisition Management Section (AMS) within the United Nations Support Office in Somalia (UNSOS), based in Nairobi, Kenya. The Acquisition Planning Assistant will report directly to the Chief of Acquisition Planning Unit within AMS.

Responsibilities

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

• Assists in the preparation of the annual (draft) acquisition plan prior to the budget formulation as part of the mission logistics planning process based on mission priorities;
• Develops and deliver statistical analysis, standard business intelligent reports and recommendations to the Chief of the Section.
• Produces timely and actionable information which help drive business results and guide decision making process. Devise and promote effective analytic models and creative data visualization to derive actionable intelligence and enable management decisions.
• Liaises with UN Global Service Centre (UNGSC) in Brindisi regarding the submission of the mission’s annual (both draft and final) acquisition plan;
• Liaises on all logistics needs in each mission location and assists in monitoring and tracking all aspects of the Mission’s supply chain to ensure that a continuous supply of goods and services are available to meet operational requirements;
• Assists in forecasting the logistics requirements in the near and medium terms based on changing priorities and emergencies as related to the assigned categories, provides advance information of such requirements to the concerned stakeholders;
• Monitors mission requisitions of the assigned categories to ensure purchase requests are based on forecasted acquisition plan;
• Liaises with counterparts in other Missions and/or UNGSC on items availability prior to making decision to acquire new items either for replacement or additional requirement;
• Oversees the extraction of spent data and generation of expenditure reports from computerized information system databases, including Umoja; Performs preliminary analysis of the extracted data and the reports generated, through review of stock holdings, consumption patterns, procurement cycle times, requirements and forecasts of internal and external customers, and highlights areas of concern for the attention of the Acquisition Planning Officer in order to ensure timely decision-making and minimize potential supply chain gaps.
• Supervises the process for the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures, providing valid justifications for under/overspending.
• Reviews acquisitions actions and monitors status of acquisition processes for all commodities and services of assigned categories including a full range of procurement and other supply chain matters and identifies ways to overcome obstacles when delivering goods. This includes liaising with mission technical units on the planning and coordination of transportation requirements, service contract requirements and maintenance plans of assigned services, Consolidation of inbound deliveries, ensuring that adequate lead times and sourcing options are taken into account in all requisitions.
• Liaises with relevant sections with respect to the status of implementation of the acquisition plan and assists in the preparation of quarterly progress reports providing updates regarding the implementation of the mission’s acquisition plan and timely submission thereof to UNGSC.
• Implements the mission policies and procedures, Standard Operating procedures (SOPs), guidelines and instructions governing the acquisition planning and requisitioning process.
• Supervises and provides work direction and guidance to junior acquisition planning assistants and national GS staff; manages and coordinates the activities in his/her area of responsibility.
• Performs other duties as required.

Competencies

Professionalism:
-Substantive experience and thorough knowledge of supply chain management functions, in the areas of acquisition planning, procurement and logistics processes with good understanding of field support operations. Knowledge of, and ability to apply procurement related policies and practices, in international organization work context. Proven analytical skills, including ability to research and gather information from a variety of external and internal sources, interpret/analyze data, and develop recommendations and plans. Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps. Demonstrated ability to apply good judgement in the context of assignments given. 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.

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 Diploma or equivalent is required.

Job – Specific Qualification

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

Supply Chain Operations Reference Professional ( SCOR-P) certificate is desirable.

Training and working experience in Supply Chain Planning Tool (SCPT) is desirable.

Work Experience

A minimum of eight (8) 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 in sourcing, cleaning, and preparing data, selecting and developing visualizations/metrics (Power Business Intelligence (BI)) that enable easy communication/interpretation by the users 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 United Nations Secretariat. For this position fluency in English (both oral and written) is required.

Assessment

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

Special Notice

• This position is temporarily available until 31 December 2023. 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 and geographical diversity 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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.