Spare Parts Acquisition and Data Analysis Assistant

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.

Assignment is non-family (GOMA)

Until June 2025, with possible 12-months extension, pending renewal of the mandate.

Within the terms of the organization’s delegated authority and under the direct supervision of the Chief Acquisition Unit, the UNV/Spare Parts aquesition and Data Analysis Assistant will perform spare parts acquisition and data analysis duties and will participate in the business processes for the acquisition of various services and commodities (e.g., vehicle spare parts, workshop tools, and equipment) under the section Acquisition Plan, to support the Transport Section and the Mission mandate. She/he will assist in monitoring the overall Workshop Plan and perform acquisition planning activities to ensure resources are used optimally to meet customer’screquirements.

The UN Volunteer/Spare Parts and Data Analysis Assistant will be responsible for the following duties:

• Maintains proper and complete records of administrative documents related to acquisition transactions, purchase orders, petty cash invoices, and proformas for accountability and easy reference
• Establish itemized lists for acquisition and match stock with demand on time through the most efficient use of supply-chain resources in parallel with the Mission Acquisition Plan.
• Monitors section requisitions of the assigned categories to ensure purchase requests are based on the forecasted acquisition plan, inventory levels are aligned with the demand planning cycle, and the spare parts Acquisition Plan is correctly implemented.
• Identify potential cost-savings/cost-avoidance opportunities and facilitate efficient utilization of resources.
• Raise requisitions (LVA) in UMOJA for goods and services on immediate operation requirements.
• Follow up on vendors’ invoice payment processes in Umoja and create Service Entry Sheets (SES) to enable effective invoice payment to vendors.
• Address cost-recovery transaction (SO) in UMOJA for service/goods received by external entities from MONUSCO Transport Section on a cost-recovery basis.
• Perform petty cash activities in Umoja and on hand for the Transport Section HQ in Goma.
• Prepare timely and accurate reports to monitor and track spare parts consumption and workshop service order accuracy.
• Perform quarterly analysis of spare parts projection and consumption, focusing on the efficiency and economy of vehicle spare parts.
• Develop and maintain a detailed database to keep records/logs in ways that optimize performance.
• Prepare analysis and reports and develop analytical charts using IT/computer skills.
• Prepare detailed and appropriate distribution plans for vehicle spare parts, batteries, tires, and workshop tools/equipment and communicate them with SCM to ensure final delivery.
• Assist in obtaining quotations from the local market for spare parts, tires, batteries, etc., whenever required, considering the best value for money.
• Follow up on the acquisition, shipping, receiving, inspection, proper recording, and warranty for spare parts.
• Act according to the mission policies, standard operating procedures (SOPs), guidelines, and instructions governing the acquisition planning and requisitioning process.
• Prepare disposal plans regularly and report to the Head of the Unit to ensure that the spare parts that meet write-off criteria are periodically disposed of and arranged with the support and guidance from the Property Management Unit and following the related SOPs.
• Perform additional tasks as instructed by his supervisor.

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for instance, in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Program for newly arrived UN Volunteers.
• Promote or advise local groups in online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever possible.

Results/Expected Outputs:
• The selected candidate is expected to assist the acquisition team in achieving an efficient and realistic yearly Spare Parts Acquisition Plan following the Demand Acquisition Planning and perform all other related tasks professionally.
• The development of capacity through coaching, mentoring, and formal on-the-job training when working with (including supervising) national staff or (non-) governmental counterparts, including Implementing Partners (IPs).
• A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.