Org. Setting and Reporting
The position is located in the United Nations Integrated Transition Assistance Mission in Sudan (UNITAMS). The United Nations Security Council adopted resolution 2524 (2020) authorizing the mandate of UNITAMS which is to assist the political transition, progress towards democratic governance, in the protection and promotion of human rights, and sustainable peace; support peace processes and implementation of future peace agreements; assist peacebuilding, civilian protection and rule of law, in particular in Blue Nile and South Kordofan (the Two Areas) and Darfur; and support the mobilisation of economic and development assistance and coordination of humanitarian assistance.
The position is based in Khartoum and is located in the Supply Chain and Service Delivery /Office of the Chief Supply Chain and Service Delivery. The incumbent will report to the Chief of Supply Chain and Service Delivery.
Job Description
| Department/Office: | United Nations Integrated Transition Assistance Mission in Sudan |
| Posting Title: | REQUISITIONS ASSISTANT, FS4 |
| Job Code Title: | REQUISITIONS ASSISTANT |
| Duty Station: | KHARTOUM |
| Posting Period: | 04 January 2021 – 10 January 2021 |
| Job Opening Number: | 21-Logistics and Supply Chain-UNITAMS-147617-F-Khartoum (M) |
| Staffing Exercise | N/A |
Responsibilities
Within the limits of delegated authority, the Requisitions Assistant will be responsible for performing the following duties:
• Prepares requisitions for diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies etc.) in a timely manner in accordance with the mission’s acquisition plan and monitors status of requisitioning and procurement processes of assigned categories;
• Prioritizes requisition preparation as per guidance of Requisitions Officer, taking into an account changing priorities and emergencies, resulting into an optimal delivery schedule to meet mission’s requirements;
• Liaises with counterparts in acquisition planning unit or UNGSC on items availability prior to raising requisitions to acquire new items and raises internal (transfer) orders for items to be supplied from existing inventory of Strategic Deployment Stock (SDS) or surplus stock in other missions.
• Maintains relevant databases and files to keep track of any contractual agreements, and updates the various stakeholders regarding the assigned categories;
• Selects correct items from the Material Master when raising shopping carts to buy items from catalogues related to global or regional systems contracts;
• Prepares requisitions for service contracts requirements and maintenance plans in accordance with the contract terms;
• Verifies that all requisitions for goods have accompanying requisitions for freight forwarding, as appropriate, and includes guidelines for suppliers for detailed packing instructions and delivery plan by destination;
• Applies adequate lead times from requisitioning so that realistic foreseen delivery dates are duly inserted in the requisitions; also ensures that all requisitions are in compliance with contract terms and agreed delivery schedules;
• Works in close collaboration with internal stakeholders, such as the technical units within Service Delivery and Supply Chain Services/Sections, and assists in the preparation of the technical specifications, e.g. Statements of Work (SOWs), Terms of Reference (TOR), etc. for various services and commodities not available from existing stock or systems contracts, ensuring completeness of the requirement and technical evaluation criteria;
• Liaises with Procurement Section regarding the procurement process for raised requisitions, contributes to the development of the Source Selection Plan and maintains relevant internal databases and overviews to keep track of outstanding requisitions and keeps the various stakeholders informed of their status;
• Alerts Requisitions Officer and acquisition planning unit of any recurring or duplicated requirements to optimize the requisitioning and supply chain management process;
• Implements mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines and instructions, governing the requisitioning and procurement process;
• Implements internal control systems including maintenance of accurate and complete accounting, reporting and all electronic/hard copy records for quality control purposes and ensure proper audit trail;
• Provides work direction and guidance to national GS staff; manages and coordinates the activities in his/her area of responsibility.
• Performs other duties as requested.
Competencies
Professionalism: Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, requisitioning, warehousing, inventory management, distribution and procurement. Shows pride in work and 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.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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.
Education
High School or equivalent diploma is required.
Technical or vocational certificate in at least one of the following areas is required: logistics, supply chain management, business administration and procurement or related areas.
Work Experience
A minimum of six (6) years of progressively responsible experience in supply chain, inventory management, logistics, procurement, administration or related area is required.
A minimum of five (5) years of experience in multi-functional supply chain and logistics field of work is required.
Experience working with Enterprise Resource Planning (ERP) systems such as UMOJA or similar in the areas of scheduling, inventory control, procurement and/or logistics processes is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN official language is desirable.
Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice
The selected candidate is expected to start as soon as possible.
Please note that due to the ongoing situation with COVID-19 and the travel restrictions imposed by national authorities, selected candidates may be required to start the assignment/appointment remotely, in agreement with the hiring manager, and until further notice.
This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station specified in the Job Opening.
Applying to this job opening carries an expectation to accept the offer, if selected. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
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