This position is located in the Property Management Unit, Supply Chain Management Section, Division of Administration (DoA) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Supply Assistant works under the direct supervision of the Chief of Property Management Unit and overall supervision of the Section Chief.

Responsibilities

Within delegated authority, the Inventory and Supply Assistant at this level will carry out the following duties:

SUPPLY

• Monitors budget estimates, funding allocations, fund expenditures, etc., and reports on status and progress.
• Prepares requisitions and enters data to initiate requisition process.
• Obtains funding certification of requisitions from Finance Management and Support Service (FMSS); forwards requisitions to Procurement Division (PD) for action; monitors and follows up on status to ensure that procurement activity is undertaken to meet required delivery timetables.
• Records contract status at all stages of process.
• Coordinates with field mission on delivery schedules.
• Ensures that Receipt and Inspection reports accurately reflect requisitioned items, and that invoices are processed by the Accounts Payable Unit.
• Provides updates on requisition status to relevant units and field missions.
• Manages and maintains records of procurement thresholds for each contract.
• Maintains, updates and ensures accuracy of computer database by recording requisition details, purchase orders, delivery activity and invoice actions.
• Communicates with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects.
• Performs other duties as required.

INVENTORY

• Ensures UN assets are assigned stock numbers, bar-coded, decaled and tagged as per UN guidelines.
• Conducts periodic physical inventories of UN office equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property.
• Deploys to new missions to assess supply requirements and warehouse capabilities, to assist in mission start up, to prepare and consolidate asset data for handover to property control unit and to assist in mission budget planning for supply section commodities.
• Submits reports on physical inventories to the Chief of Section.
• Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property; enters data on all incoming expendable and non-expendable property, acquisitions, disposals, transfers, deletions and corrections.
• Collaborates in the sale of non-expendable property declared surplus or unserviceable and in the destruction of property.
• Maintains records of all sales, trade-ins, donations, destructions and write-offs approved by the Property Survey Board.
• Updates the Property Record Custodians database according to Departmental requests.
• Assists in preparing reports on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property.
• Provides administrative and technical support in managing UN-owned assets in relevant UN asset control databases (e.g. Field Assets Control system (FACS), Scandata. ProcurePlus, etc.), and trains users on these databases.
• Performs verification and data migration of existing field mission property or logistics unit control databases.
• Provides training and advises to Property Record Custodians from all Departments on inventory-related matters.
• Performs other duties as required.

Competencies

• PROFESSIONALISM: Knowledge of relevant United Nations rules and regulations, 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; 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.

Education

• High school diploma or equivalent. Must have passed the United Nations Global General Service Test (GGST) - refer to the Special Notices section for additional information.

Work Experience

• A minimum of five (5) years of experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required.

Languages

• For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official UN language is an advantage.

Assessment

• Evaluation of qualified candidates may include a substantive assessment which will be followed by a competency-based interview.