Supply Assistant

Until 30 June 2027, with possible 12-months extension, this pending renewal of mandate

– Receives authorized online requisitions for stores’ supplies from 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.
– Monitors stock of supplies in the stores; conducts regular stock-taking of expendable items in the supply stores; informs the supervisor of discrepancies observed and supplies which require stock replenishment in a timely manner. Ensures that items in the supply stores are arranged in an orderly manner and that supplies are issued to requestors before the expiration date of the products;
– Assists in raising requisitions for services and items required by the supply stores; coordinates with offices and sections about the requests received. Provides updates on requisition status on a regular basis.
– Assists the Receipt and Inspection Unit (R&I) in receiving and inspecting goods delivered by vendors and managed by the Supply Unit. Processes internal R&I reports for goods in the Supply Stores and forwards them to the R&I Unit for processing records of the goods in the system, and issues goods to end users according to established procedures. Updates and monitors stock cards for acquired products;
– Participates in the acquisition and drafting of preliminary specifications for requirements; participates in the preparation of technical evaluation committees and presentations to the Local Committee on Contracts.
– Assists in conducting periodic inventory of UN Non-Expendable Property and attractive Property managed by Supply Stores and updates records in the system by processing issue vouchers to individual end users of UN property for the purposes of transparency and accountability.
– Prepares write-off requests for property that is lost, obsolete, or damaged. Receives technical evaluation reports from technicians on damaged property or property which has become obsolete and raises requests for write-off in the system to facilitate submission by the Claims Office.
– Ensures that property approved for write-off and disposal is handed over to the Property Disposal Unit in a timely manner. Provides updates on the status of write-off requests regularly.
– Assists in preparing a variety of monthly, yearly, and ad hoc inventory reports of the field mission’s property. Maintains, updates, and ensures the accuracy and completeness of computer database recordings of requisition details, purchase orders, delivery, and other supply-related actions; monitors reports.
– Familiarizes new staff with work requirements and applicable UN guidelines and office procedures;
– Assists in budget projections by providing input for items and costs projected at a given time during the budget period and assists in the compilation of budget estimates;
– Performs other duties as required.