Position: Receiving and Inspection Assistant -UN (Deadline June 2024)
Position: Receiving and Inspection Assistant -UN (Deadline June 2024)
Receiving and Inspection Assistant Job Opening
- Job Opening ID: 236515
- Job Network: Logistics, Transportation and Supply Chain
- Job Family: Logistics and Supply Chain
- Category and Level: General Service and Related Categories, G-5
- Duty Station: BOGOTA
- Department/Office: United Nations Verification Mission in Colombia
- Date Posted: Jun 8, 2024
- Deadline: Jun 22, 2024
United Nations Org. Setting and Reporting This position is situated within the Supply Chain Management Section of the United Nations Verification Mission in Colombia (UNVMC). The Receiving and Inspection Assistant at this level reports to the Chief Centralized Warehouse Team, and/or Centralized Warehouse Officer.
Responsibilities The incumbent is tasked with conducting receipt and inspection of all UN property received in the mission, preparing reports, maintaining accurate property records in the inventory management system, and participating in various phases of asset management within the mission. Under the overall direction of the Chief, Centralized Warehousing Team and within the limits of delegated authority, the Receiving and Inspection (R&I) Assistant will be responsible for the following duties:
- Conducting physical inspections and quality control of Mission’s United Nations Property to ensure that all items are accounted for and in serviceable condition.
- Preparing and submitting Receiving and Inspection (R&I) reports, discrepancy reports, and disposal reports for the Team Chief’s approval.
- Reviewing Goods’ Receipts reports in Umoja and R&I Reports in the electronic inventory management system.
- Maintaining daily accurate and auditable property records in the electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals, and Standard Operating Procedures (SOPs).
- Updating all physical verification records and data entry in the electronic inventory management system.
- Ensuring timely issuance and delivery of material, spare parts, and equipment needed by clients in the regions; moving, packing, and preparing all incoming/outgoing shipments from the Mission to various destinations and coordinating shipments with regional offices and Movement Control Unit (MOVCON).
- Conducting Board of Survey Inspection and Inventory count.
- Identifying anomalies and/or discrepancies and the details thereof, or any other reason for rejection and recording in Damage Discrepancy Reports (DDR), posted on the system and presented to Centralized Warehouse Unit (CWU) supervisor and Procurement for immediate action.
- Assisting stakeholders in the application of property management policies and procedures to meet organizational standards and goals set up in the Department of Operational Support Directives, LSD Guidelines, and mission’s SOPs.
- Producing Business Intelligence reports monthly and when requested by the supervisor.
- Assisting in drafting statements of requirements for contracts and services for disposal.
- Assisting in monitoring the execution of contracts for the disposal of property and supplies, including all types of waste material.
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- Assisting the Technical Units (TU) in the preparation of equipment write-offs and processing of write-off cases through relevant property survey boards.
- Interacting with other property management stakeholders and providers of services, in particular Technical Units, Procurement Unit, Supply Chain and Service Delivery sections, and Local Property Survey Boards, as appropriate.
- Ensuring that all UNVMC policies are applied and followed thoroughly across all processes, including adherence to UNVMC code of conduct and ethics, and integrating a gender-sensitive approach in all functions.
- Performing other duties, as required.
Competencies
- Professionalism: 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 an 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 the timeline for the delivery of products or services to the client.
Education High school diploma or equivalent is required.
Job – Specific Qualification
- A valid driver’s license is required.
- Certification in Project/Programme Management methodology by an accredited body (i.e., PMP, PGMP, PRINCE 2 Foundation Project Management certification or practitioner level) is desirable.
- Certificate in Power Business Intelligence (BI) is desirable.
Work Experience A minimum of five (5) years of progressively responsible experience in the field of inventory control, property management, logistics, procurement, or other related fields is required. The minimum years of relevant experience are reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in Enterprise Resource Planning (ERP) systems is desirable. Experience working in Warehousing and Inventory Management System is desirable. Experience in performance management, data management, or performance reporting using business intelligence tools for data analysis and visualization is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Spanish is required.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by an informal interview.
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Special Notice
- This position is temporarily available until 31 December 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
- This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
- Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
- 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
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