Receiving and Inspection Assistant
Org. 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 Programme
(UNEP), the Resident Coordinator System (RCS), and the United Nations Human
Settlements Programme (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:
Process
receipt of goods.
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.
Bar-code
assets.
Raise
the Discrepancy report if appropriate.
Maintain
a record of all incoming shipments in the Receiving and Inspection (R&I)
Register.
Notify
the Equipment Focal Point (EFP)/requisitioner of the arrival, acceptance, or
rejection of part or all of a consignment.
Advise
Procurement of receipt of the goods and instruct Accounts Section to effect
payment to the vendor
Oversee
and coordinate the movement of received goods from the receiving area to the
EFP/requisitioner/end user.
Ensure
signing of R&I reports by the EFP/requisitioner/end-user after delivery of
their items/goods
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.
Maintain
files with R&I reports and related documents.
Other functions:
Participate
in physical verification exercises of the assets of UNON, UNEP, and UN-HABITAT.
Assist
the Disposal Assistant in receiving and disposing of assets approved for
disposal.
Conduct
physical verification of items requested to be taken out of the UN Complex and
update the electronic gate pass system accordingly.
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.
Assists
with visualizations and updating information material such as web pages or
brochures.
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 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 by 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
& Organisation: 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.
Qualifications
Education
Completion
of secondary education/ high school diploma is required.
Supplementary
technical training in assets management or related areas 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 areas 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 areas 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.
Closing Date: 14
November 2023
How To Apply
Click Here To Apply
