Inventory and Supply Assistant, Arusha
Closing Date: Tuesday, 08 February 2011
Job Title
INVENTORY AND SUPPLY ASSISTANT, FS4
Department/ Office
ADMINISTRATIVE SERVICES
Duty Station
ARUSHA
Posting Period
10 December 2010-8 February 2011
Job Opening number
10-ADM-ictr arusha as-17907-R-ARUSHA
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
Division of Administrative Support Services of ICTR, General Services & Support Section, Assets Management Unit
Responsibilities
Under the direct supervision of the Chief, Assets Management Unit, the incumbent is responsible for the supervision of the Receiving & Inspection/Property Disposal Unit. The incumbent is responsible to certify the acceptance/rejection on Receipt & Inspection reports and Discrepancy reports for all items of equipment and also in respect of all items or services availed through vendor(s) or contractors, under local and International contracts.
- Overall Management and supervision of the Receiving & Inspection/Property Disposal Unit;
- Certify the acceptance/rejection on Receipt and Inspection reports or Discrepancy Reports, in respect of all items received and also in respect of all services availed through the vendor(s) or contractors, under local and international contracts;
- Overseeing the accuracy and comprehensive of R&I physical inspection and relevant data entry into FACS and Galileo.
- Liaising closely with Procurement Section on discrepancies, solving problems related to shortage, damage and missing equipment and processing payment to vendors on a timely manner basis;
- Developing and managing R&I Standard Operating Procedures (SOP) and provide guidance to SAUs on receiving and Inspection issues, guidelines and procedures;
- In cooperation with Self-Accounting Units, Inspect all supplies to ensure that they are supplied in accordance with the specifications, terms and conditions specified in the relevant purchase order;
- In consultation with Self-Accounting Units, planning, assigning, Issuance and maintaining records/register of receipt/issue the correct type of barcode labels/decal numbers to incoming Non-Expendable/Special items as applicable;
- Prepare and follow-up action on discrepancy reports raised on quantity, quality or specification of goods.
Property Disposal:
- Issue required guidelines and Instructions in conjunction with existing UN Rules and Regulations on Property Disposal;
- Establish and Manage Storage yard for all write-off of assets pending disposal action as Identified by LPSB;
- Receive from Self Accounting Units with proper documentation all assets approved for disposal and the maintenance of such disposal records.
- Process relevant documentation as applicable for the declaration of disposal of assets;
Performing any other duties related to Receiving and Inspection of goods/Services as well as Property Disposal activities as may be assigned by the Chief of the Section or Division.
Competencies
Professionalism – Knowledge of relevant UN rules, regulations, administrative procedures, policies and directives, and of inventory and control guidelines, directives and procedures. 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Planning& 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.
Accountability: Takes ownership of all responsibilities and honours 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.
Core Values
Core Values: Integrity, Professionalism and Respect for Diversity
Education
Secondary Education, Diploma in Business Administration, commerce, logistics, or other equivalent discipline, or an equivalent combination of education and experience.
Work Experience
Incumbent must have at least 5 years of progressive responsibility and experience in Receiving & Inspection/Property Disposal in the UN . Direct experience in Receiving and Inspection of goods is required including the management and training of staff. Prior knowledge of MS Office Applications (word, excel etc ) FACS and Galileo inventory of assets would be an added advantage to the incumbent.
Languages
Fluency in spoken and written English is essential. Fluency in other official working languages of the UN would be an advantage.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations ICTR is a non-smoking environment.
Assessment Method
Competency based interview.
Special Notice
- Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Job Title
INVENTORY AND SUPPLY ASSISTANT, FS4
Department/ Office
ADMINISTRATIVE SERVICES
Duty Station
ARUSHA
Posting Period
10 December 2010-8 February 2011
Job Opening number
10-ADM-ictr arusha as-17907-R-ARUSHA
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
Division of Administrative Support Services of ICTR, General Services & Support Section, Assets Management Unit
Responsibilities
Under the direct supervision of the Chief, Assets Management Unit, the incumbent is responsible for the supervision of the Receiving & Inspection/Property Disposal Unit. The incumbent is responsible to certify the acceptance/rejection on Receipt & Inspection reports and Discrepancy reports for all items of equipment and also in respect of all items or services availed through vendor(s) or contractors, under local and International contracts.
- Overall Management and supervision of the Receiving & Inspection/Property Disposal Unit;
- Certify the acceptance/rejection on Receipt and Inspection reports or Discrepancy Reports, in respect of all items received and also in respect of all services availed through the vendor(s) or contractors, under local and international contracts;
- Overseeing the accuracy and comprehensive of R&I physical inspection and relevant data entry into FACS and Galileo.
- Liaising closely with Procurement Section on discrepancies, solving problems related to shortage, damage and missing equipment and processing payment to vendors on a timely manner basis;
- Developing and managing R&I Standard Operating Procedures (SOP) and provide guidance to SAUs on receiving and Inspection issues, guidelines and procedures;
- In cooperation with Self-Accounting Units, Inspect all supplies to ensure that they are supplied in accordance with the specifications, terms and conditions specified in the relevant purchase order;
- In consultation with Self-Accounting Units, planning, assigning, Issuance and maintaining records/register of receipt/issue the correct type of barcode labels/decal numbers to incoming Non-Expendable/Special items as applicable;
- Prepare and follow-up action on discrepancy reports raised on quantity, quality or specification of goods.
Property Disposal:
- Issue required guidelines and Instructions in conjunction with existing UN Rules and Regulations on Property Disposal;
- Establish and Manage Storage yard for all write-off of assets pending disposal action as Identified by LPSB;
- Receive from Self Accounting Units with proper documentation all assets approved for disposal and the maintenance of such disposal records.
- Process relevant documentation as applicable for the declaration of disposal of assets;
Performing any other duties related to Receiving and Inspection of goods/Services as well as Property Disposal activities as may be assigned by the Chief of the Section or Division.
Competencies
Professionalism – Knowledge of relevant UN rules, regulations, administrative procedures, policies and directives, and of inventory and control guidelines, directives and procedures. 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Planning& 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.
Accountability: Takes ownership of all responsibilities and honours 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.
Core Values
Core Values: Integrity, Professionalism and Respect for Diversity
Education
Secondary Education, Diploma in Business Administration, commerce, logistics, or other equivalent discipline, or an equivalent combination of education and experience.
Work Experience
Incumbent must have at least 5 years of progressive responsibility and experience in Receiving & Inspection/Property Disposal in the UN . Direct experience in Receiving and Inspection of goods is required including the management and training of staff. Prior knowledge of MS Office Applications (word, excel etc ) FACS and Galileo inventory of assets would be an added advantage to the incumbent.
Languages
Fluency in spoken and written English is essential. Fluency in other official working languages of the UN would be an advantage.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations ICTR is a non-smoking environment.
Assessment Method
Competency based interview.
Special Notice
- Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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