Organization: UNON – United Nations Office at Nairobi
Location: Nairobi
Grade: Administrative support – GS-3, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Logistics
Supply Chain
Closing Date:
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This position is located in the United Nations Office at Nairobi (UNON), Central Support Services (CSS), Property Management Unit (PMU). Under the general supervision of the Chief, PMU, the incumbent will be responsible for the following duties:
Responsibilities
1. Goods Receiving: a) Receives and inspects delivered stocks, ensuring the stocks received are in good condition and match specifications. b) Liaises with Facility Management and Transport Section (FMTS) experts, Receiving and Inspection and Procurement in the event that stock items do not meet required quality standards. c) Ensures stock database is updated daily to reflect stocks received and the stock levels. d) Liaises with the Supply and Inventory Assistant when new items are delivered to the stores. 2. Distribution of Stock Items: a) Receives and records the approved requisitions from FMTS and delivers/issues the goods. b) Liaises with FMTS when the requisitions are not clear or when items are not in stock. c) Ensures stock database is updated daily to reflect issuance and current stock levels. d) Prepares items for distribution and/or distributes stock item as per FMTS instructions. Prioritize the delivery of stock items when needed. e) Monitors the movers (contractor’s staff) in the stores when they remove items from the shelves. 3. Stores Operations: a) Ensures that the stores are clean and stock items are stacked in the right places/shelves for easy access and distribution. Ensures stock location is reflected correctly in the database. b) Assists the Senior Stock Clerk in keeping the keys and locks all the cupboards for safe custody of stock items. c) Monitors stock levels (as per the database) and liaises with Administrative Assistant (Stores) FMTS for the reordering of stock items as required. d) Enters data in the database by entering Receiving and Inspection (R&I) deliveries and issuance of stock items; files stock requisitions, work orders and incoming correspondence in relevant files. e) Drafts routine correspondence for the supervisor(s) upon request. f) Assists in the preparation of reports on available stock and performs regular physical counts of items in stock. g) Participates in physical inventory taking exercises of non-expendable and expendable goods administered by UNON upon request. h) Identifies new stock items are added to FMTS catalogue on a continuous basis. 4. Other Functions: a) Assists Warehouse supervisor in the coordination and preparation of items to be submitted for disposal approval via Property Management Unit (PMU) for disposal. b) Performs other related duties as assigned by the direct supervisor, warehouse supervisor, or Chief, PMU, such as, but not limited to, assuming the responsibilities of colleagues during their leave. c) 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. d) Assists with visualizations and updating information material such as web pages or brochures. e) Performs other duties as assigned.
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 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. 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 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. 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
Completion of high school diploma or equivalent is required. Supplementary technical training from a technical college in stock management or any other relevant field is desirable.
Job – Specific Qualification
Not available.
Work Experience
A minimum of two (2) years of progressively responsible work experience in supply chain, warehousing, logistics or inventory management, or related area is required. The minimum years of relevant experience is reduced to zero for candidates who possess a first-level university degree or higher Experience working with Enterprise Resource Planning (ERP) is desirable. One (1) year or more of experience in data analytics or related area is desirable. Experience providing services to the United Nations Common System, or a comparable international organization is desirable.
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 French 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 position is for an initial period of one year and any extension will be subject to availability of funds. The appointment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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. 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. 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. On-line 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. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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.