Receiving and Inspection Assistant at United Nations Office at Nairobi (UNON)

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.
• Barcode equipment.
• Raise 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/requsitioner/end user.
• Ensure signing of R&I reports by the EFP/requsitioner/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 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; 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 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 & ORGANIZING:  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.

Education

• Completion of secondary education/ high school diploma is required.
• Supplementary technical training in assets management or related area is desirable

Work Experience

• A minimum of three (3) years of progressively responsible experience in receiving and inspection, Property Management, property disposal, 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.
• Experience in receiving/shipping for IT and Non-IT property is required.
• Experience working with Enterprise Resource Planning (SAP Umoja) is required
• Experience in the UN administrative processes or comparable organization is desirable.
• One (1) year or more of experience in data analytics or related area 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.
• NOTE: "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.