Receiving and Inspection Assistant, FS-5
||17 Feb 2014
|DATE OF ISSUANCE:
||31 Jan 2014
||Field Missions Administered by DPKO
|All applicants will be notified in writing as to the status of their application (successful or unsuccessful) at the end of the recruitment/rostering/selection process within 14 days (see ST/AI/2010/3 on Staff Selection System). The process for rostering based on Generic Job Openings usually takes from 4 to 6 months from the date the vacancy is posted. Placement on the roster does not guarantee selection to field mission.
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This Generic Job Opening has been advertised to attract applications from qualified candidates, including serving staff in various property management or related positions such as Property Control and Inventory Assistant, Property Disposal Assistant, and Property Management Assistant.
Within delegated authority, the Receiving and Inspection Assistant will be responsible for the following duties. (These duties are generic, and may not be carried out by all R and I Assistants.)
• Coordinate, process and record of receiving and inspection activities, and support proper recognition and valuation of items of Plant and Equipment (P and E) and Inventory
• Serve as a Receiving and Inspection team leader and prepare work schedules and time frames for the completion of tasks, ensure that all deadlines are met;
• Conduct physical inspections of the received material;
• Coordinate with relevant Asset Management Units to which goods will be assigned in order to ensure compliance with the technical specifications;
• Review and verify delivery documentation and liaise with vendors through Procurement Section on documenting discrepancies in the deliveries;
• Solve problems related to shortages, damages, missing equipment and processing of payment on a timely basis;
• Ensure that non-expendable assets received are bar-coded in accordance with the UN procedures;
• Ensure that materials received are classified in accordance with the corporate policy;
• Ensure that items of P and E are properly recognised and valuated by capturing and recording in the Receiving and Inspection register the accurate dates of receipt;
• Liaise with Procurement Unit and other counterparts in the mission on recording provisional R and I for items of P and E and Inventory in transit in line with the delivery principle;
• Draft Receiving and Inspection reports or discrepancy reports concerning equipment transferred to the mission from other field missions or availed of through vendors/contractors under local and international contracts;
• Monitor accuracy of data in SAP/Umoja and Galileo management systems (or other electronic inventory management systems) and the Receiving and Inspection register, update R and I statistics on daily basis;
• Perform quality control and monitoring of activities conducted by Receiving and Inspection staff;
• Prepare, as required, summary reports for review of the supervisor;
• Provide statistical analysis and advice for management decisions;
• Submit to the Supervisor, as requested, justified and documented work plans taking into consideration all logistical and financial aspects;
• Assist in preparing management reports as required;
• Liaise with the Asset Management Units and the Procurement Section at the mission regarding Receiving and Inspection activities concerning equipment and services received/rendered;
• Organize the initial training of Receiving and Inspection staff on the United Nations' Rules and Regulations, focusing on the Receiving and Inspection workflow, tasks and responsibilities;
• Submit proposals for training courses and monitor the overall professional competence of the Receiving and Inspection staff in the accomplishment of administration tasks;
• Draft correspondences as required;
• Perform other duties as required.
• Professionalism:- A comprehensive grasp of Inventory Management System and Receiving and Inspection accounting practices; 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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 and 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.
• 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.
High school diploma or equivalent is required. Technical training in Logistics, Business Management, Engineering or related fields is highly desirable.
At least 8 years of progressively responsible experience in logistics management. Previous relevant experience in receiving and inspection, property control and inventory in international operations in a post-conflict environment, and proven ability in analytical work is desirable. Experience in the application of information technologies to business practices and procedures that are relevant to commodity management and distribution controls is highly desirable. Experience in international operations in a post conflict environment is desirable.
French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; Knowledge of another UN official language is desirable.
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).
English and French are the two working languages of the United Nations Secretariat.
The United Nations Secretariat is a non-smoking environment.
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.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
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