Job Description
Type of Job
Job Family
Logistics and Supply Chain
Job Opening Number
22-Logistics and Supply Chain-UNMISS-191104-F- (M)
Deadline: 30 Sep 2022
Description
Org. Setting and Reporting
This position is located in the Property Management and Inventory Section, Acquisition and Requisition Unit of the United Nations Mission in South Sudan (UNMISS) within the Supply Chain Management Service, Juba. The Requisitions Assistant will report to the Chief of Acquisition and Requisition Unit.
Responsibilities
Within delegated authority, the Requisitions Assistant will be responsible for 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 by the Requisitions Officer.
Competencies
Core 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 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.
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
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
Education
High School or equivalent diploma is required.
Job - Specific Qualification
Technical or vocational certificate in at least one of the following areas is desirable: 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.
Experience providing logistics and supply chain support services in a volatile, conflict or post conflict environment is desirable.
Experience working with Enterprise Resource Planning (ERP) systems 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 UN Secretariat. For this vacancy, fluency (both oral and written) in English is required.
