• Receiving and Inspection Assistant at United Nations Office at Nairobi

  • Posted on: 27 July, 2017 Deadline: Not Specified
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  • The United Nations is an intergovernmental organization to promote international co-operation. A replacement for the ineffective League of Nations, the organization was established on 24 October 1945

     

    Receiving and Inspection Assistant

     

    Special Notice

    Notes: Appointment against this post is for only two (2) months.

    • A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further ‘stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…’ Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
    • Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
    • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as ‘retirement.’ Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
    • Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
    • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
    • The expression ‘Internal candidates’, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
    • Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
    • For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
    • The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
    • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
    • Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

    Organizational Setting and Reporting

    The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP) and the UN Human Settlements Programme (UNHABITAT) globally, as well as other UN offices in Kenya, by Providing administrative, conference and information services (www.unon.org). This position is located in the Property Management Unit, Central Support Services, Division of Administrative Services, at Nairobi duty station. Under the general guidance of the Chief, Property Management Unit, the incumbent will perform the following functions: Responsibilities

    (1) Receiving and Inspection: a. Bar-code non-expendable property. b. Ensure safety of goods while awaiting inspection. c. Provide support and assist in the certification, acceptance/rejection of all goods delivered by vendor(s) or contractor(s), under local and international contracts. d. Monitor and coordinate the delivery of goods from the receiving area to the Inventory Focal Point (IFP)/ requsitioner /end-user. e. Ensure signing of R& I reports by the IFP/requsitioner /end user after receipt of goods f. Provide support in maintenance of accurate and comprehensive Receiving and Inspection (R&I) physical inspections and relevant data entry into the Inventory Management System as well as and the manual and electronic R&I registers. g. Maintain filing of R& I reports and related documents. (2) Movement of assets: a. Monitor the movers (contractors) ensuring that proper care is taken of the goods. b. Coordinate with BMTU all re-location requests raised by agencies such as UNON, UNEP and UN- HABITAT. BMTU will make arrangements for services of the movers directly with the contractor. c. Act on re-location requests submitted on-line by requesting office 24 hours in advance. d. Coordinate with BMTU to ensure movers are available, and that relevant billing information is obtained from requesting office in advance. e. Ensure that the requesting office complete the inventory movement form, to clearly confirm where inventory is being moved from and to (physical location), and inventory to be stored or disposed of. f. Directly monitor the movers to ensure property is moved to the correct locations. (3) Other functions: a. Participate in physical verification of UNON, UNEP and UN HABITAT non-expendable property. b. Assist disposal assistants in the disposal of assets recommended/approved for disposal. c. Conduct physical verification of items requested to be taken out of the UN Complex and update the electronic gate pass system. (4) Any other related 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 – Good understanding of Inventory, Receiving and Inspection, Disposal and Insurance management techniques and practices, proven analytical skills and ability to research and analyze data; 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.

    COMMUNICATION – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

    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.

    Education

    High school diploma or equivalent is required. Formal training from a technical college related to the post desirable.

    Work Experience

    Minimum of four (4) years progressively responsible experience is required. Familiarity with UN software applications such as MS Word, Excel and Access is desirable. Thorough knowledge and understanding of purchasing and supplies procedures, ability to communicate effectively with staff at all levels, and to interact with vendors and contractors is an advantage. Working knowledge of Enterprise Resource Planning (ERP) modules is desirable.

    Languages

    English and French are the working knowledge of the United Nations Secretariat. For this position fluency in oral and written English is required. Knowledge of French is desirable. Knowledge of another UN official language is an advantage.

    Assessment

    Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

    United Nations Considerations

    According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

    Method of Application

    Interested and qualified? Go to United Nations career website on careers.un.org to apply

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