Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and The representative office of the Secretary-General. UNON supports global Programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT), as well as other UN agencies in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Property Management Unit (PMU) in the Central Support Services (CSS), UNON. The incumbent will report directly to the Chief, PMU and will be responsible for the following duties:

Responsibilities

1. Warehouse Operations:
a)Monitor budget estimates, funding allocations, fund expenditures, etc., and reports on status and progress. 
b)Raise replenishment orders (creates shopping carts): 
c)Record contract status at all stages of the process. 
d)Participate in technical evaluation of bids related to UNON stores supplies. 
e)Procure stock items not covered by established systems contracts through Low Value Acquisition (LVA). 
f)Assist the Receiving and Inspection sub-unit (R&I) in the receiving of inventory items. 
g)Confirm that goods received conforms to the required standards as per the purchase order (PO). 
h)Create transfer orders for stock movement within the warehouse, e.g., disposal or return to stock. 
i)Provide information to clients regarding availability of goods required and if out-of-stock, advise on expected delivery date. 
j)Execute and confirm transfer orders for goods issued or transferred to different bins within the warehouse. 
k)Make regular follow-ups with Procurement Section (PS) on ordered items for replenishment of stock. 
l)Liaise with Department of Safety and Security (UNDSS) for necessary clearance before arrival and dispatch of goods. 
m)Updates the online warehouse catalogue. 

2. Reporting: 
a)Prepare monthly and quarterly statistics for billing purposes. 
b)Consolidate obsolete and damaged items for disposal and raises notification for disposal. 

3. Coordination of drinking water and dispensers. 
a)Download daily requisitions from the water request portal; consolidates them in excel sheet for use by the water delivery team and coordinate the activities of the water vendor to ensure the drinking water contract is effectively managed. 
b)Key-in data on weekly water issuances and verify monthly billing reports. 
c)Ensure water replenishment’s and sensitization of dispensers are carried out routinely. 
d)Performs other duties as assigned.

Competencies

•Professionalism – Knowledge 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; 
•Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
•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. Diploma from a technical college in either Chartered Institute of Procurement and Supply (CIPS), Stock Management or Logistics is required. MS Word, Excel and Access and working knowledge of Umoja System is desirable. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.. Possession of a recognized accountancy qualification (e.g. CPA, ACCA, CIPFA) will be an added advantage.

Work Experience

A minimum of five years of progressively responsible experience in inventory management or logistics.

Languages

English and French are the two working languages of the United Nations, for the position advertised fluency in oral and written English is required. Knowledge of a second UN language is an advantage.

Assessment

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

Special Notice

Appointment against this post is on a local basis. This post is funded for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 

“Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. ” 

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

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.

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.