Posting Title: Requisitions
Assistant, FS5
Job Code Title: Requisitions
Assistant
Organization: United Nations
Interim Force in Lebanon (UNIFIL)
Duty Station: Naqoura, Lebanon
Posting Period: 26 October 2023 -
24 November 2023
Job Opening Number: 23-Logistics
and Supply Chain-UNIFIL-220762-F-Naqoura (M)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
Org. Setting and Reporting
The position of Requisition Assistant is located in the
United Nations Interim Force in Lebanon (UNIFIL) Naqoura, in the Supply Chain
Management Section, under Acquisition Management Section. The incumbent will
report to the Acquisition Planning Officer and/or to the Chief of Section/
Unit.
Responsibilities
Within the limits of delegated authority, the Requisitions
Assistant will be responsible for performing the following duties:
• Prepares requisitions for diverse services and commodities (e.g., information
technology and communication equipment, vehicles, medical equipment and
supplies, food rations, fuel, construction and building maintenance materials,
furniture and fixtures, stationery and office supplies, etc.) in a timely
manner in accordance with the mission's acquisition plan, and monitors status
of requisitioning and procurement processes of assigned categories.
• Prioritizes requisition preparation as per guidance of Acquisition Planning
Officer, taking into an account changing priorities and emergencies, resulting
into an optimal delivery schedule to meet mission's requirements.
• Liaises with counterparts in acquisition planning unit or UNGSC on items
availability prior to raising requisition/shopping cart to acquire new items
and raises internal (transfer) orders for items to be supplied from existing
inventory of Strategic Deployment Stock (SDS) or surplus stock in other
missions.
• Maintains relevant databases and files in order to keep track of any
contractual agreements and update the various stakeholders regarding the
assigned categories.
• Oversees that correct items are selected from the Material Master when
raising shopping carts in order to buy items from catalogues related to global
or regional systems contracts.
• Oversees the preparation of requisitions for service contracts requirements
and maintenance plans in accordance with the contract terms.
• Ensures that all requisitions for goods have accompanying requisitions for
freight forwarding, as appropriate, and includes guidelines for suppliers for
detailed packing instructions and delivery plan by destination.
• Ensuring that sufficient funds are available for all requirements.
• Monitors the use of adequate lead times from requisitioning so that realistic
foreseen delivery dates are duly inserted in the requisitions; also ensures
that all requisitions are in compliance with contract terms and agreed delivery
schedules.
• Works in close collaboration with internal stakeholders, such as the
technical units within Service Delivery and Supply Chain Services/Sections, and
assists in the preparation of the technical specifications, e.g., Statements of
Work (SOWs), Terms of Reference (TOR), etc. for various services and
commodities not available from existing stock or systems contracts, ensuring
completeness of the requirement and technical evaluation criteria.
• Collaborates with Procurement Section regarding the procurement process for
raised requisitions, and monitors outstanding requisitions, keeping the various
stakeholders informed of their status.
• Alerts Acquisition Planning Officer and acquisition planning unit of any
recurring or duplicated requirements in order to optimize the requisitioning
and supply chain management process.
• Performs local market search for immediately required goods and services,
obtains the same through accepted procurement procedures, gathers relevant
information for further processing.
• Leading contract performance evaluation unit duties including vendor
performance evaluation, where appropriate, in coordination with the end-user,
if applicable.
• Implements mission policies and procedures, including Standard Operating
Procedures (SOPs), guidelines and instructions, governing the requisitioning
and procurement process; Contributes to the periodic review and maintenance of
same.
• Implements internal control systems including maintenance of accurate and
complete accounting, reporting and all electronic/hard copy records for quality
control purposes and ensure proper audit trail.
• Supervises and provides work direction and guidance to junior requisitions
assistants; manages and coordinates the activities in his/her area of
responsibility.
• Performs other duties as requested.
Competencies
Professionalism: Knowledge of the substantive field of work
in the areas of supply chain management, in particular acquisition planning,
logistics and requisitioning processes, with good understanding of field
support operations, program/contract execution and administration. Good
understanding of internal procurement policies, practices and procedures.
Knowledge of and ability to apply various United Nations rules, regulations,
policies and guidelines, in particular procurement related policies and practices,
in work situations. Analytical skills, including ability to research and
analyse data, develop recommendations and plans. Demonstrated ability to apply
good judgment in the context of assignments given. 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. Takes responsibility for
incorporating gender perspectives and ensuring the equal participation of women
and men in all areas of work
Planning and organizing: Develops clear goals that are consistent with agreed
strategies. Identifies priority activities and assignments; adjusts priorities
as required. Allocates appropriate amount of time and resources for completing
work. Foresees risks and allows for contingencies when planning. Monitors and
adjusts plans and actions as necessary. Uses time efficiently.
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
High school diploma or equivalent is required.
Job - Specific Qualification
Certificate in Public Procurement - Chartered Institute of
Procurement and Supply (CIPS) level 4 or equivalent is desirable.
Technical or vocational certificate in at least one of the following areas is
required: logistics, supply chain management, business administration and
procurement.
Work Experience
A minimum of eight (8) years of progressively responsible
experience including 2 years hands on in acquisition management , in supply
chain, inventory management, logistics, procurement, requisitioning or
Contracts Management, is required.
Experience in providing logistics and supply chain support services in a
conflict or post conflict environment is desirable.
Experience leading an Acquisition Management or Requisitioning unit/team is
desirable.
Experience working with SAP (Umoja ERP - Enterprise Resource Planning) systems
or other similar platforms in the areas of scheduling, inventory control,
procurement and/or logistics processes is desirable.
Languages
English and French are the working languages of the United
Nations Secretariat. For the position advertised, fluency in English is
required.
Assessment
Evaluation of qualified candidates may include informal
interviews.
Special Notice
This "Recruit from Roster" job opening is only
open to roster applicants who are already placed on pre-approved rosters,
following a review by a United Nations Central Review Body. Only roster
applicants who were placed on rosters with similar functions at the same level
are considered to be eligible candidates. Eligible applicants receive an email
inviting them to apply. Rostered applicants are encouraged to apply only if
they are interested and available to take up the position at the duty station/s
specified in the Job Opening. Applying to this job opening carries an
expectation to accept the offer, if selected. The United Nations Secretariat is
committed to achieving 50/50 gender balance in its staff. Female candidates are
strongly encouraged to apply for this position.
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. Candidates will not be considered for employment with the United
Nations if they have committed violations of international human rights law,
violations of international humanitarian law, sexual exploitation, sexual
abuse, or sexual harassment, or if there are reasonable grounds to believe that
they have been involved in the commission of any of these acts. The term
“sexual exploitation” means any actual or attempted abuse of a position of
vulnerability, differential power, or trust, for sexual purposes, including,
but not limited to, profiting monetarily, socially or politically from the
sexual exploitation of another. The term “sexual abuse” means the actual or
threatened physical intrusion of a sexual nature, whether by force or under
unequal or coercive conditions. The term “sexual harassment” means any
unwelcome conduct of a sexual nature that might reasonably be expected or be
perceived to cause offence or humiliation, when such conduct interferes with
work, is made a condition of employment or creates an intimidating, hostile or
offensive work environment, and when the gravity of the conduct warrants the
termination of the perpetrator’s working relationship. Candidates who have
committed crimes other than minor traffic offences may not be considered for
employment.
Due regard will be paid to the importance of recruiting the staff on as wide a
geographical basis as possible. The United Nations places no restrictions on
the eligibility of men and women to participate in any capacity and under
conditions of equality in its principal and subsidiary organs. The United
Nations Secretariat is a non-smoking environment.
Reasonable accommodation may be provided to applicants with disabilities upon
request, to support their participation in the recruitment process.
By accepting a letter of appointment, staff members are subject to the
authority of the Secretary-General, who may assign them to any of the
activities or offices of the United Nations in accordance with staff regulation
1.2 (c). Further, staff members in the Professional and higher category up to
and including the D-2 level and the Field Service category are normally
required to move periodically to discharge functions in different duty stations
under conditions established in ST/AI/2023/3 on Mobility, as may be amended or
revised. This condition of service applies to all position specific job
openings and does not apply to temporary positions.
Applicants are urged to carefully follow all instructions available in the
online recruitment platform, inspira, and to refer to the Applicant Guide by
clicking on “Manuals” in the “Help” tile of the inspira account-holder
homepage.
The evaluation of applicants will be conducted on the basis of the information
submitted in the application according to the evaluation criteria of the job opening
and the applicable internal legislations of the United Nations including the
Charter of the United Nations, resolutions of the General Assembly, the Staff
Regulations and Rules, administrative issuances and guidelines. Applicants must
provide complete and accurate information pertaining to their personal profile
and qualifications according to the instructions provided in inspira to be
considered for the current job opening. No amendment, addition, deletion,
revision or modification shall be made to applications that have been
submitted. Candidates under serious consideration for selection will be subject
to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m.
(New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE
RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).
THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK
ACCOUNTS.
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