Org. Setting and Reporting

The position is located in the Service Delivery Pillar of the Mission Support Component of the United Nations Mission in Support of the Hudaydah Agreement (UNMHA). The incumbent will be based in Amman, Jordan and will report to the Chief Supply Officer.

Responsibilities

Within the limits of delegated authority, the Supply Assistant will be responsible for performing the following duties: 1. Receives authorized requisitions for equipment and supplies approved by Chiefs of Section and Heads of Units; verifies requisitions in accordance with sections’/units’ monthly requirements. Ensures that supplies are issued to requesting offices/sections as per approved requisitions without delay. 2. Monitors stock of supplies in the stores ; conducts regular stock taking of material items in the supply and Central warehouse (SCW) stores ; informs the supervisor on discrepancies observed and on supplies which require stock replenishment in a timely manner; Ensures that items in the SCW stores are arranged in an orderly manner and ensures that supplies are issued to requestors before expiration date of the products. 3. Assists in raising requisitions for services and items required by the technical Units; coordinates with offices and sections about the requests received. Provides updates of requisition status on a regular basis. 4. Assists Receipt and Inspection Unit (R&I) in receiving and inspecting goods delivered by vendors and managed by Technical Units. Processes internal R&I reports for goods in the SCW Stores and forwards to R&I Unit for processing records of the goods in the system and issue to end users according to established procedures. Updates and monitors stock cards for acquired products. 5. Participates in the acquisition and the drafting of preliminary reports for requirements; participates in the preparation of technical evaluation committees and presentations to Local Committee on Contracts. 6. Assists in conducting periodic inventory of UN Non-Expendable property and attractive Property in SCW stores and updates records in the system by processing issue vouchers to individual end users of UN property for purpose of transparency and accountability. 7. Prepares write-off requests for property which is lost, obsolete or damaged. Receives technical evaluation reports from Technicians on damaged property or property which has become obsolete and raises request for write-off in the system to facilitate submission by the Claims office. 8. Ensures that property approved for write-off and disposal is handed over to the Property Disposal Unit in a timely manner. Provides updates of write-off requests status on a regular basis. 9. Assists in preparing a variety of monthly, yearly and adhoc inventory reports of the field mission’s property. Maintains, updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and other SCW related actions and monitors reports. 10. Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures. 11. Performs other duties as required.

Competencies

Professionalism: Practical knowledge of supply management, inventory management or logistics support with good understanding of field support operations, program/contract execution and administration; good understanding of internal procurement policies, practices and procedures; proven analytical skills, including ability to research and analyze data and develop recommendations and plans; proven ability to develop, maintain and supervise management control systems for assets, materials, services and claims; 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. 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; 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. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently. problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to clients.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Working knowledge on computers, MS Office Applications -Word, Excel, Power point, and database application is required.

Work Experience

A minimum of five (5) years of progressively responsible experience in inventory and supply management, property management, logistics, warehousing, or related area is required. Previous experience in the United Nations Common System is desirable.

Languages

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