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Organization: United Nations Office at Nairobi
Country: Kenya
City: Nairobi
Office: United Nations Office at Nairobi
Grade: G-4
Closing date: Tuesday, 14 November 2023
Posting Title: RECEIVING AND INSPECTION ASSISTANT, G4
Job Code Title: RECEIVING AND INSPECTION ASSISTANT
Department/Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Job Opening Number: 23-Logistics and Supply Chain-UNON-218283-R-Nairobi (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support program implementation of the United Nations Environment Program (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Program (UNHabitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the United Nations Office at Nairobi, Central Support Services, Property Management Unit (PMU) and reports to the Chief, Property Management Unit.
Responsibilities
- Receiving and Inspection: a) Process receipt of goods. b) Receive, inspect and certify acceptance/rejection of goods delivered by vendor(s) or contractor(s), as specified on the Purchase Orders as well as contracts involving commodities delivered to, or provided in support of, UNON, UNEP and UN-HABITAT. c) Bar-code assets. d) Raise Discrepancy report if appropriate. e) Maintain a record of all incoming shipments in the Receiving and Inspection (R&I) Register. f) Notify the Equipment Focal Point (EFP)/requisitioner of the arrival, acceptance or rejection of part or all of a consignment. g) Advise Procurement of receipt of the goods and instruct Accounts Section to effect payment to the vendor h) Oversee and coordinate the movement of received goods from the receiving area to the EFP/requsitioner/end user. i) Ensure signing of R&I reports by the EFP/requsitioner/end user after delivery of their items/goods j) Ensure accurate and comprehensive Receiving and Inspection (R&I) data is entered in the Asset Management System, as well as in the manual and electronic R&I registers. k) Maintain files with R&I reports and related documents. 2.Other functions: a) Participate in physical verification exercises of the assets of UNON, UNEP and UN-HABITAT. b) Assist the Disposal Assistant in receiving and disposing of assets approved for disposal. c) Conduct physical verification of items requested to be taken out of the UN Complex and update the electronic gate pass system accordingly. d) Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. e) Assists with visualizations and updating information material such as web pages or brochures. 3. Any other duties that may be assigned by the supervisor(s), including but not limited to, covering for colleagues in the Unit during their absence.
Competencies
PROFESSIONALISM: Knowledge of the United Nations property control and inventory procedures; the ability to perform analysis, modeling and interpretation of data in support of decision-making; 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; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; 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 & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
Completion of secondary education/ high school diploma is required. Supplementary technical training in assets management or related area is desirable.
Work Experience
A minimum of three (3) years of progressively responsible experience in receiving and inspection, supply chain, finance and budget, logistics or procurement, audit and accounting or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience in the UN administrative processes or comparable organization is desirable. Experience working with Enterprise Resource Planning (ERP) is desirable. Experience in receiving/shipping for IT and Non-IT assets is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Working knowledge of another UN language is desirable. NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to legislative body funding availability. 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
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.
Website: https://careers.un.org/lbw/jobdetail.aspx?id=218283
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