Logistics Assistant at United Nations Office at Nairobi (UNON)

Responsibilities
Goods receiving:

• Receives and inspects delivered stocks, ensuring the stocks received are in good condition and match

Specifications.

• 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.
• Ensures stock database is updated daily to reflect stocks received and the stock levels.
• Liaises with the Supply and Inventory Assistant when new items are delivered to the stores.

Distribution of Stock Items:

• Receives and records the approved requisitions from FMTS and delivers/issues the goods.
• Liaises with FMTS when the requisitions are not clear or when items are not in stock.
• Ensures stock database is updated daily to reflect issuance and current stock levels.
• Prepares items for distribution and/or distributes stock item as per FMTS instructions. Prioritize the delivery of stock items when needed.
• Monitors the movers (contractor's staff) in the stores when they remove items from the shelves.

Stores Operations:

• Ensures that the stores are clean and stock items are stacked in the right places/shelves for easy access and distribution. Ensure stock location is reflected correctly in the database.
• Assists the Senior Stock Clerk in keeping the keys and locks all the cupboards for safe custody of stock items.
• Monitors stock levels (as per the database) and liaises with Administrative Assistant (Stores) FMTS for the reordering of stock items as required.
• 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.
• Drafts routine correspondence for the supervisor(s) upon request.
• Assists in the preparation of reports on available stock and performs regular physical counts of items in stock.
• Participates in physical inventory taking exercises of non-expendable and expendable goods administered by UNON upon request.
• Identifies new stock items are added to FMTS catalogue on a continuous basis.

Other Functions:

• Assists Warehouse supervisor in the coordination and preparation of items to be submitted to the Local Survey Property Board via Property Management Unit (PMU) for disposal or donations.
• 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.
• 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.
• 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 develop, maintain and operate 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. 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.

Work Experience

1. A minimum of two (2) years of progressively responsible work experience in supply chain, warehousing, logistics or procurement, or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
2. Experience working with Enterprise Resource Planning (ERP) is desirable.
3. One (1) year or more of experience in data analytics or related area is desirable.
4. 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 position advertised, fluency in English is required, knowledge of French is desirable. Knowledge of another official United Nations language is desirable.