Inventory And Supply Assistant, Arusha , Tanzania

Job Title

INVENTORY AND SUPPLY ASSISTANT, FS4

Department/ Office

International Criminal Tribunal for Rwanda

Duty Station

ARUSHA

Posting Period

10 December 2013-9 January 2014

Job Opening number

13-LOG-ICTR-31004-R-ARUSHA (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

Division of Administrative Support Services of ICTR, General Services Support Section, Assets Management Unit.

Responsibilities

Under the direct supervision of the Chief, Assets Management Unit, the incumbent is responsible for the following:

• Receive authorized on-line requisitions for stores supplies from Chiefs of Section and Heads of units; verify the requisitions and issue in accordance with sections'/units' monthly requirements; ensure that supplies are issued to requesting offices/sections as per approved requisitions without delay.
• Monitor stock of supplies in the stores; conduct regular stock taking of expendable items in the supply stores and prepare reports on discrepancies observed; inform Chief Assets Management Unit on supplies which require stock replenishment in a timely manner; Ensure that items in the supply stores are arranged in an orderly manner and ensure that supplies are issued to requestors before expiration date of the products; Plan well in advance on expected delivery of supplies in order to maintain adequate storage facilities for in-coming goods.
• Assist in raising requisitions for services and items required by the supply Stores; receive requests from offices and sections and raise requisitions in Mercury system for goods /services required.
• Assist Receipt and Inspection Unit (R&I) in receiving and inspecting goods delivered by vendors and managed by Supply Unit; Process internal R&I reports for goods in the Supply Stores and forward to R&I unit for processing records of the goods in Mercury and Galileo by R&I and issue to end users according to established procedures; Update stock cards for acquired products.
• Conduct periodic inventory of UN Non-Expendable property and attractive Property managed by Supply stores and update records in Galileo by processing issue vouchers to individual end users of UN property for purpose of transparency and accountability.
• Prepare write-off requests for property which is lost, obsolete or damaged; Receive technical evaluation report from Technicians on damaged property or property which has become obsolete and raise request for write-off in the Galileo system to facilitate submission to the LPSB by Claims office; ensure that property approved for write-off and disposal is handed over to the Property Disposal Unit in a timely manner.
• Inspect and verify uniforms for laundry and dry cleaning for entitled staff members; Receive Uniforms from staff members, verify for accuracy before collection by the Cleaning and Laundry Contractor; verify invoices/delivery notes and collection forms related to laundry/dry cleaning of uniforms.
• Performing any other duties as may be assigned by the Chief of the Section or Division.

Competencies

Professionalism:

Knowledge of relevant UN rules, regulations, administrative procedures, policies and directives, and of inventory and control guidelines, directives and procedures. 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.

Planning and Organization:

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.

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 University degree in Business Administration or Diploma in Supply Management.

Work Experience

Applicants must have at least 5 years of progressive responsibility and experience in inventory and supply management, logistics or related areas in the UN. Knowledge of Galileo/Mercury systems required.

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