Inventory and Supply Assistant at United Nations Support Office for AMISOM (UNSOA)

On Friday, April 3rd, 2015
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Vacancy:  Level GL6, Mombasa
Deadline 22 April 201

Vacancy Notice No: UNSOA/SUPPLY/012/2015

Under the supervision of the Chief, General Supply Section or his/her designate and within delegated authority, the Inventory and Supply Assistant will carry out the following duties:
Duties and Responsibilities
  • Participate in acquisition planning for both UNSOA and UNSOM budget appropriations in line with the strategic plans, review and monitor the progress throughout the financial year;
  • Raise shopping carts in Umoja, in line with the approved acquisition plans and based on allocations to the respective fund and cost centre(s) in Umoja;
  • Generate purchase orders for review and finalization by procurement section, from the existing systems contracts whilst monitoring the contractual not-to-exceed values for each of the existing systems contract;
  • Conduct and participate in technical evaluations of offers from vendors through procurement section, with team members or the end users as the case may be, ensuring selected offers have met fitness for purpose;
  • Initiate and process Low Value Acquisitions to satisfy immediate operational requirements, cater for non recurrent expenditure(s) and any other requirements agreed upon;
  • Receipt of Supply Expendable and Non Expendable items;
  • Conduct physical inspection in coordination with R&I unit for the receipts under the self accounting unit;
  • Asset inventory management in Galileo IMIS, in relation to issuance, transfer in/out across the sectors, return to stock and processing of the documents related to the same; Issue Vouchers, Handover Voucher, Transfer Vouchers In /Out etc
  • Conduct physical verification/cycle counts updates in Galileo, location update and addressing any discrepancies related to inventory; Assignment of verification references designated to each period of verification;
  • Preparation of shipments across the various sectors, through submission of completed Cargo Movement Requests, Packing lists, Transfer Vouchers and Issue vouchers as the case maybe. Completion of Dangerous Goods declarations when required.
  • Participate in Contractor Performance Evaluation for the contracts due for renewal by the Regional Procurement Office;
  • Initiate actions related to amendments of the PD contracts with the responsible person(s) in RPO;
  • Generate business intelligence reports from Umoja and business objects for Galileo to assist in decision making processes;
  • Prepare Funds commitment in Umoja, whilst ascertaining the correctness of Fund, Cost Centre and GL Account details, to facilitate intermission funds transfer for LSD acquisitions;
  • Draft and submit official correspondence via Comet in relation to renewal of contracts, technical evaluation, budget funds redeployment, and any other assignments;
  • Monthly compilation of services reports for leased equipment and making the service entries in Umoja to facilitate payments and records maintenance;
  • Submission of Weekly inventory reports to Chief Supply Officer;
  • Perform other duties as required.
Competencies: Professionalism, Planning and Organizing, Teamwork and Accountability.
Education: Secondary Certificate. Supplementary courses or additional training in supply chain management will be considered.
Experience: At least 6 years of progressively responsible experience performing logistics related duties. Minimum 3 years UN/NGO experience or other international bodies is a requirement.
Desirable: Operation of the United Nations Electronic Inventory System (Galileo) and UMOJA system, Resident of Mombasa are desirable.
Languages: Fluency in spoken and written English.
Skills: Computer skills, Excel spread sheets.
Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal History form (P.11) to the email address [email protected] on or before the deadline. 
Please quote Vacancy Notice Number in the Subject of the e-mail.
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