Org. Setting and Reporting

This position is located in the United Nations for the Referendum in Western Sahara (MINURSO), Laayoune. The incumbent reports to the Chief Property Management Officer.

Responsibilities

Under the direct supervision of the Chief Property Management Officer, and within the delegation of Property Management Authority, the Receiving & Inspection Assistant GL-4 will perform the following duties: – Receiving and Inspection (R&I) of Goods • Assist to coordinate with the shipping unit about incoming shipments. • Assist in off-loading MIUNRSO shipments delivered by Shipping Unit (either from vendors or transferred from other UN Missions). • Verify the Purchase Order (PO) before receiving goods to ensure that they are received properly. • Conduct physical inspections of any received material to the mission; non-capitalized equipment, financial inventory, and Property and Equipment (Assets/P&E) and ensure that all items are supplied accurately according to the specification, terms, and conditions of the relevant Purchase Order and/or contract in the presence of the technicians from the Self Accounting Units (SAUs) • Inspect and report all financial inventories on UMOJA, Strategic deployment stocks/reserve of water, rations, and medicines including the strategic deployment stocks (SDS), and UN reserve held in Brindisi. • Assist to process Inbound delivery for the three-way-matching of both physical goods receipt and the virtual goods receipt process to indicate the acceptance of goods during the transfer of ownership by the Incoterms (delivery terms). • Assist to determine if goods are received into blocked, unrestricted, or quality inspection stock. • Assist to Ensure items of P&E are properly recognized and evaluated by capturing/recording in the Receiving and Inspection register the accurate dates of receipt for financial purposes. • Bar-code and serialization of all the fixed assets and financial inventory based on the threshold capitalization by recognizing the IPSAS class for the above and below the threshold, is the starting point of creation in the Umoja Property Management System in the presence of Property Control and Inventory Unit (PCIU). • Assist to Identify the serialized Materials with data enrichment for easy tracking purposes and check all the populated data from the Equipment Master Record (EMR) once the Goods Receipt (GR) is posted. • Verifying the accuracy of Product identification (PIDs) and coordinating with Property Management Section/PCIU before posting the good receipt (GR) and carrying out the correction transactions whenever needed. • Assist to Draft damage discrepancy reports (DDR) and R&I reports, concerning equipment transferred to the mission from other missions or availed of through vendors/contractors under local and international contracts. • Assist to liaise with the Procurement Section and the Self Accounting Units (SAUs) for the freight service SES parts after Goods Receipt. • Maintain accurate recording and registry system of all incoming and outgoing shipment/goods, assets, and equipment transferred to/from the mission, and all ration delivery reports (Food requisitions/R&I reports). • On receipt of the PO, open a case file which will remain active until procurement action has been completed and SAU has accepted the consignment, and R&I’s are delivered to finance for payment. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. Inbound Coordinator Transport Management Module (TM): • Communicate with the shipping Unit regarding the delivery date and adjust the dates in the Transport Management Module (TM) system with justification. • Assist to liaise with Requisitioners and Procurement for the planning and packing of all inbound delivery documents for freight POs. • Assist to generate all required documents in Transport Management Module (TM) to enable the process of raising freight shopping carts in coordination with the Acquisition Management Unit (AMU). Food Rations Inspections through the Electronic Rations Management system (eRMS) • Conduct physical inspection on food delivered to the Military in the team sites (dry, fresh and frozen) on weekly basis, based on the food plans and delivery notes issued and approved by the Rations Unit. • Perform the electronic receiving (scanning) and confirm the quantity received in the eRMS based on the approved Food orders. • Coordinate with the Military G4 food officer to ensure quality and quantity compliance and verify the discrepancy reports to the rations Unit. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • Perform other duty as required.

Competencies

Professionalism: Thorough knowledge of the Organization’s financial rules and regulations as they pertain to property management and accounting practices. Demonstrated use of initiative, ability to maintain accurate records/interpret a wide variety of data, and ability to make appropriate linkages in work requirements – 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. 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 and 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

At least three (3) years of relevant progressively responsible experience in property management or related fields is required. Work experience in Umoja is desirable. A comprehensive grasp of material and inventory accounting practices is desirable. One (1) year or more of experience in data analytics or related area is desirable. Experience in the application of information technologies to business practices and procedures relevant to commodity management is desirable. Technical training related to property and inventory management operations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French and Arabic is desirable. Knowledge of another official United Nations 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 Nations 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 Receiving and Inspection Assistant, GL4 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, 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 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.