INVENTORY AND SUPPLY ASSISTANT, G7
Department/ Office
ECONOMIC COMMISSION FOR AFRICA
Duty Station
ADDIS ABABA
Posting Period
20 July 2011-19 August 2011
Job Opening number
11-LOG-ECONOMIC COMMISSION FOR AFRICA-18085-R-ADDIS ABABA
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located in the Economic Commission for Africa, General Services Section, Division of Administration with duty station in Addis Ababa, Ethiopia.
Responsibilities
Certifies Receiving & Inspection Reports (RIRs) for expendable & non-expendable items officially received by Central Stores after quality control & inspection are made against the predetermined level of acceptability. Ensures that stock receipt cycle is strictly followed. The incumbent is also one of the signatories of Receiving and Inspection Reports for daily laborers service payments.
Supervises receipt of consignment by examining their compliance with order specifications
Monitors daily transactions related to goods received and/or issued. Ensures that updating of data is timely & accurate to reflect actual quantities on hand. Monitoring of receipts, issues & data entry is done electronically.
Supervises and ensures the proper storage & security of the property of the Organization.
Plans details of ECA's expendable items & hospitality requirements, in advance, for the subsequent year. In the planning process, material requirements are determined on the basis of the frequency of issues & from past analysis of consumption rates. Corporate and functional objectives of the organization including contingency requirements are also considered. Alerts the Procurement Unit Chief on outstanding supplies.
Makes computations of and establishes the maximum, re-order and safety stock levels based on the demand frequency & past consumption rates. Stock levels are calculated using universally accepted formula.
. Determines the number of temporary personnel to be recruited for the exercise & signs receiving and Inspection reports for payment of their services.
Ensures that all goods received & issued, as well as those approved for write-off through the Property Survey Board including insurance claim reports on damages, missing and/or short-landed items are properly recorded & documented to render them audit worthy.
Designs improved & economical methods of warehouse utilization including layout of storage areas. Determines group-storage of materials based on special usage, value, physical or chemical characteristics, technical usage and usefulness with special attention to hazardous and high value stock items.
Supervises all the administrative & store requirements needed for all official functions. Prepares and submits billing documents to Budget and Finance Section.
Ensures that working stock is kept at a reasonable level by constantly reviewing stock movement frequencies. Ensures that the basic concept of materials control i.e. the right material, in the right quantity, of the right quality, at the right time and place is followed. Protects the organization's operational cost by preventing deterioration of materials through inefficient storage, faulty and careless stock handling.
Advices the Chief on the new proposals conceived & designed by the Central Stores with a view to improving the delivery quality & capacity of services including matters of cost-effectiveness, property security, staff training, methods of disposal, resources requirements. Prepares & submits to the Chief of Section, for consideration and prior approval, organizational & operational changes with justifications. Prepares memos, letters and circulars.
Supervises the production of various statistical reports & maintains a database of materials related information which the Chief can use, to assist, in decision-making.
Supervises the periodic review of the condition, service ability and movement of materials. Makes recommendation on most appropriate method of disposal of obsolete &/or damaged items.
Ensures the Shipping and Procurement Units are informed, through the prescribed form, of any damages, missing, short-landed items including any anomalies on consignments received for appropriate insurance action if necessary.
Prepares the Central Stores component of the General Services Section Budget.
Incumbent is one of the signatories during implementation of property disposal action.
Acts as officer-in-charge of the Unit in the absence of the Chief on official mission or leave.
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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others;
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; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent. Diploma or Degree in Materials/Inventory management or Business Administration would be an asset.
Work Experience
Seven years of experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment Method
The assessment method for this Job Opening is technical written test and competency based interview.
Special Notice
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. If an external candidate is selected, his/her appointment will be subject to a passing the Addis Ababa Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the Economic Commission for Africa. Candidates, who are successful in the pre-screening process, will be contacted by the recruiter and scheduled to sit for the ASAT at a later date. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.
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 Secretariat is a non-smoking environment.
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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