Requisitioning Assistant

Details

Mission and objectives

MONUSCO/MONUC was established in 1999 under the auspices of the UN Department of Peacekeeping Operations (DPKO). SCR 2277 (2016) requests MONUSCO to support efforts of the Government of DRC towards the protection of civilians, through a comprehensive approach involving all components of MONUSCO, including through reduction of the threat posed by Congolese and foreign armed groups and of violence against civilians, including sexual and gender-based violence and violence against children to a level that can be effectively managed by the Congolese justice and security institutions; and to support Stabilization through the establishment of functional, professional, and accountable state institutions, including security and judicial institutions. The project aims at a better understanding of the most serious violations of human rights law and international humanitarian law in DRC and supports the leadership of the Mission through informed policy and decision making on future vetting of security forces through risk assessment and mitigation, joint planning for MONUSCO operations, as well as advocacy efforts.

Context

Assignment with non-family (GOMA)
Until June 2025, with possible 12-months extension, pending renewal of the mandate.

Task description

Under the supervision of the Chief Acquisitions Planning Cell the duties of the Requisitions Assistant will include but are not limited to the following:
• Prepares requisitions for diverse services and commodities (e.g. information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies etc.) in a timely manner in accordance with the mission’s acquisition plan/LSP and monitors the status of requisitioning and procurement processes of assigned categories;
• Maintains relevant electronic as well as hard copy databases and files to keep track of any contractual agreements and updates the various stakeholders regarding the assigned categories.
• Oversees that correct Product IDs/items are selected from the Material Master when raising shopping carts to buy items from catalogues related to global or regional systems contracts.
• Undertake the preparation of requisitions for service contracts requirements and maintenance plans in accordance with the contract terms.
• Monitors the use of adequate lead times from requisitioning so that realistic foreseen delivery dates are duly inserted in the requisitions; also ensures that all requisitions follow contract terms and agreed the delivery schedules.
• Works in close collaboration with internal stakeholders, such as the technical units in Service Delivery and Supply Chain and assists in the preparation of the technical specifications, (e.g., Statements of Work (SOWs), Terms of Reference (TOR), etc.) for various services and commodities not available from existing stock or systems contracts, ensuring completeness of the requirement and technical evaluation criteria.
• Collaborates with the Procurement Section on the procurement process for raised requisitions and maintains relevant internal databases and overviews to keep track of outstanding requisitions; keeps the various stakeholders informed of their status in Umoja.
• Alerts technical units on any recurring or duplicate requirements to optimize the requisitioning and supply chain management process.
• Raise shopping Cart in UMOJA according to the acquisition plan and follow closely their execution with the clients in coordination with Procurement Section accordingly.
• Liaises with counterparts in the UN Global Service Center (UNGSC) on item availability prior to raising requisitions/shopping carts to acquire new items and raises internal (transfer) orders for items to be supplied from existing inventory of Strategic Deployment Stock (SDS) or surplus stock in other missions.
• Liaises with Procurement Section regarding the procurement process for raised requisitions and maintains relevant internal databases and overviews in order to keep track of outstanding requisitions and keeps the various stakeholders informed of their status.
• Adheres to mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines and instructions, governing the requisitioning and procurement process.
• Supports internal control systems including maintenance of accurate and complete accounting, reporting, and all electronic/hard copy records for quality control purposes and ensure proper audit trail.
• Participate in supply chain planning, draft demand, and acquisition plans, review gross demand, update net demand and annual source plan.
• Liaise with technical and other Sections on mission acquisitions, procurement, budgetary and financial matters.
• Perform any other duties as requested by the supervisor.