Org. Setting and Reporting

This position is located in the Centralized Warehouses in the United Nations Mission in South Sudan (UNMISS), Juba. Juba is classified in the “E” category and as a non-family duty stations. The Assistant Supply Officer typically report to the Chief of Centralized Warehouses Unit or to a Warehouse Officer at a higher level. The Assistant Supply Officer will assist the Centralized Warehouses Unit and the Warehouse Officer in the performance of warehouse management, daily operations, Safety/Security and inventory controls.

Responsibilities

Within delegated authority, the Assistant Supply Officer will be responsible for the following duties; Responsible for the receipt, storage, maintenance, security and issue of stock for customers. Plans the supply needs for the entitle UN Sections/Units/individuals in the region/site; Liaises with the Sector, Military, Police, Special Police Unit, Logistics Officer regarding supply operational requirements; Makes monthly request for stock to the Central Warehouse and records receipt of stock, physical movement and location of inventory in the warehouse into the Umoja database; Maintains inventory accuracy for stock on hand through the assigned Supply Assistants, applies inventory performance metrics to determine overstock situations, and alerts the supervisors about excess stocks ;Maintains the store database, ensures its integrity and report the status to the supervisor; Ensures database accuracy for the movement of stock in the warehouse. When discrepancies are noted, initiate investigation for correction of database records as required; Responsible for ensuring that stock is put away quickly from the staging area after completion of quality control checks; Ensures all items received for storage are labelled, properly arranged in the storage shelves/bins and correctly entered into the database; Receives and processes requests for goods and issues them to entitled Sections/Units/Individuals. Keeps a record of the issues signed by the receiving person; Conduct quality & quantity control of materials on release, transfer in and out from the warehouse as well as conduct cycle count or expendable items on as and when required basis; Assist in codification process of newly received items making sure the headquarter guidelines on property management are adhered to; Support with identifying inventory to be written off based on usage patterns and ABC analysis; Develops, reviews, monitors, assesses and manages technical contracts for the provision of support services; Plans and prepares current cost estimates/budget implications and long term forecast of requirements for machinery, equipment, tools, materials, services and supplies; Develops and updates relevant software for tracking, reconciliation and costing purposes and initiates actions to procurement, maintenance and disposal of items; Establishes and/or review mission requirements and initiates actions to fulfill and control these requirements; Conducts technical survey visits both in start-up phase and during implementation to plan and ensure most efficient use of resources; Develops and plans for deployment of assets when missions are liquidated. Ensures that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained; Analyses problems, audit and performance reports on mission activities and provide remedial action programmes where required; Maintains accurate allocation and control of all equipment and stores received, stored and distributed by the mission and manages field supply delivery operations; May provide guidelines to or supervise new/junior staff and perform other duties as required by the function; Perform other related duties as required.

Competencies

Professionalism: Knowledge of supply operations, practices and contract management. Ability to specify business rules in the specific supply area. Show pride in work and in achievements; demonstrate professional competence and mastery of subject matter; are conscientious and efficient in meeting commitments, observing deadlines and achieving results; are motivated by professional rather than personal concerns; show persistence when faced with difficult problems or challenges; remain calm in stressful situations. Take responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Teamwork: Work collaboratively with colleagues to achieve organizational goals; Solicit input by genuinely valuing others’ ideas and expertise; are willing to learn from others; Place team agenda before personal agenda; Support and act in accordance with final group decision, even when such decisions may not entirely reflect own position; Share credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning and Organizing: Develop clear goals that are consistent with agreed strategies; Identify priority activities and assignments; Adjust priorities as required; Allocate appropriate amount of time and resources for completing work; Foresee risks and allows for contingencies when planning; Monitor and adjust plans and actions as necessary; Use time efficiently.

Education

University Degree (Bachelor or equivalent) preferably in business administration, public administration, supply chain, engineering, or other relevant field, or an equivalent combination of education (e.g. Professional certification, membership of Chartered Institutes, or other academic qualification in areas such as logistics/operations/management, supply chain management etc.) and significant relevant experience.

Work Experience

A minimum of two (2) years of progressively responsible professional experience in supply chain, project/contract management or logistics support preferably in the field of Warehouse management. Experience in international military or peacekeeping logistics, contract management and administration is an asset, knowledge of UN Rules, Regulations and working practices pertaining to UN Peacekeeping or other field related operations is an advantage.

Languages

English and French are the working languages of the United Nations Secretariat. 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

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. An impeccable record for integrity and professional ethical standards is essential.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.