Org. Setting and Reporting

This position is located in the Rations Unit within the United Nations Support Office in Somalia (UNSOS) and is based in Mogadishu, Somalia. The Supply Assistant reports to the Chief of Rations Unit.

Responsibilities

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

• Receives authorized on-line requisitions for stores supplies from Chiefs of Section and Heads of Units;
• Verifies the requisitions and issue in accordance with Sections’/Units’ monthly requirements;
• Ensures that supplies are issued to requesting offices/Sections as per approved requisitions without delay.
• Monitors stock of supplies in the stores; Conducts regular stock taking of expendable items in the supply stores and prepare reports on discrepancies observed;
• Informs Supply Officers on supplies which require stock replenishment in a timely manner.
• Ensures that items in the supply stores are arranged in an orderly manner;
• Plans well in advance on expected delivery of supplies in order to maintain adequate storage facilities for in-coming goods;
• Implements Quality Control/Assurance to ensure the contractual terms, costs and schedules.
• Assists in raising requisitions for services and items required by the supply Stores;
• Receives requests from offices and Sections and raises requisitions for goods/services required.
• Assists the Receipt and Inspection Unit (R&I) in receiving and inspecting goods delivered by vendors and managed by Supply Section;
• Processes internal R&I reports for goods in the Supply Stores and forward to R&I Unit for processing records of the goods in Galileo/Umoja, and issue to end users according to established procedures; update stock cards for acquired products;
• Assists in weekly reconciliation of receipt and issues in order to confirm that nothing is being misappropriated.
• Conducts periodic inventory verification of UN non-expendable property and attractive Property managed by Supply stores and updates records in Umoja by processing issue vouchers to individual/end users of UN property for purpose of transparency and accountability;
• Assists the Rations Officer in implementing the Quality Assurance (QA) procedures as they relate to the supply of food rations to the Mission; which includes, but is not limited to: Canned, Dry, Fresh and Frozen Rations, Bottled Water (BW), Prepared Food, Combat Ration Packs (CRP), Cafeteria Services, Catering and Warehousing Services;
• Updates and Implements supply-related Standard Operating Procedures (SOPs) including on Receiving and Inspection, Quality Control (QC)/Quality Assurance (QA), inventory control, reporting and invoice processing;
• Assists with ensuring implementation of the internal control systems including accounting, report and maintenance of all electronic/hardcopy records to ensure proper audit trail.
• Prepares write-off requests for property that is lost, obsolete or damaged;
• Receives technical evaluation report on damaged property or property which has become obsolete and raise request for write-off in the Galileo/Umoja system to facilitate submission to the Local Property Survey Board (LPSB) by the Claims Office;
• Ensures that property approved for write-off and disposal is handed over to the Property Disposal Unit (PDU) in a timely manner.
• Participates in the acquisition and the drafting of preliminary specifications for requirements, participates in the
preparation of technical evaluation committees and presentations to Local Committee on Contracts.
• Perform other duties as assigned by the supervisor.

Competencies

Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. 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 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.

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: procurement/contract management, inventory management, and supply management is required.

Work Experience

A minimum of eight (8) years of progressively responsible experience in supply services, inventory management, procurement, logistics, project management or related area is required.

Experience in supporting supply and rations services in support of or in a field operation of the United Nations Common System or international non-governmental organizations is desirable.

Understanding of international shipping and associated INCOTERM is desirable.

Knowledge of Asset Management for Catering equipment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English (both oral and written) is required.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

The United Nations is 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.

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.