Org. Setting and Reporting

This position is located in the Material Management Team in the Transportation Operations Unit, Travel and Transportation Section (TTS), Facilities and Commercial Activities Service (FCAS), Division of Administration, Department of Operational Support. The incumbent reports to the General Foreperson of the Team. The Material Management Team is responsible for managing the contracts for the provision of stationery items, photocopy paper, corrugated cartons, envelopes, and other expendables. The Team is also responsible for administering the programme for recycled toner cartridges, managing loading dock and central warehouse that includes receipt and deliveries of incoming goods/materials delivered to the UNHQ by its commercial vendors, bar-coding functions for the property management and inventory control system at UNHQ. The 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).

Responsibilities

Under the direct supervision of the General Foreperson, Material Management Team and the overall supervision of the Chief, Travel and Transportation Section, Facilities and Commercial Activities Service, the Working Leader will perform the following duties: – Provide assistance in the daily and overall operations of the receipt of goods and materials at UN Headquarters. – Assist in prioritizing and assigning daily assignments, setting schedules for deliveries within the Secretariat complex and to the UN outlying buildings. – Resolve problematic issues of an unusual and difficult nature of the Team. – Ensure safety precautions are taken to safeguard personnel and goods/materials. – Inspect goods/materials received to ensure conformity with Purchase Orders. – Monitor the internal tracking system for deliveries of goods/materials/packages by vendors and overnight couriers. – Ensure goods/materials are barcoded in compliance with International Public Sector Accounting Standards and Enterprises Resource Planning system requirements. – Oversee the operations and maintenance of material handling equipment (forklifts/electric jacks). – Provide assistance in all financial and administrative duties of the Team. – Review data entry for all goods/materials received and handled by the Team that were procured by the Procurement Division. – Assist in the preparation of budget estimates for acquisition and/or replacement of material handling equipment. – Prepare technical specifications and requisitions for procurement of equipment. – Participate in technical evaluations. – Assist with performance management duties (performance evaluations goals/appraisals, recommending training, etc). – Provide overall guidance to junior staff members to ensure cross training amongst all staff of the Teams. – Assist in supervisor functions. In the absence of the General Foreperson, assist with supervisory functions. – Perform ad-hoc duties as needed.

Competencies

Professionalism: Knowledge of administrative policies and procedures, financial rules and regulations, procurement and contract management as it relates to inventory and warehousing; Ability to analyze data, work with figures and draft correspondence; Ability to demonstrate flexibility, multitask and prioritize own workload. Ability to schedule deliveries of organizational good/materials in and out of the building. Ability to supervise a team schedule and coordinate maintenance activities. Knowledge and use of Microsoft applications and internal tracking systems for goods and materials. 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 equal participation and full involvement of women and men in all aspects of work. 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. 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of 7 years of progressively responsible work experience in warehousing, inventory control, procurement, contract management or related area is required. Experience working with an Enterprise Resource Planning software such as SAP Logistics Execution (LE) module is required. Experience in Microsoft applications (Word, Excel, Access, etc.) and web based applications is desirable. Experience supervising staff 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 is ’an advantage’. 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

At 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. 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. Passing the Trades and Crafts (TC) Test is a prerequisite for recruitment in the Trades and Crafts category in the United Nations Secretariat. Applicants who have not passed the TC test at the time of application may be invited for the test after submitting an application.

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.