Inventory and Supply Assistant

Job Posting Organization:
The Department of Operational Support (DOS) is a vital part of the United Nations Secretariat, providing operational support to nearly 100 entities globally. Established to enhance the efficiency and effectiveness of the UN's operations, DOS plays a crucial role in ensuring that the various branches of the UN can function smoothly and effectively. The Facilities and Commercial Activities Service (FCAS) operates the UN Headquarters complex, focusing on the management, maintenance, and operation of physical facilities and assets. The DOS is committed to delivering high-quality services that support the UN's mission and objectives, ensuring that all operational needs are met in a timely and efficient manner.

Job Overview:
The Inventory and Supply Assistant position is integral to the Material Management Team within the Travel and Transportation Section of the DOS. This role involves a variety of responsibilities centered around inventory management, supply chain operations, and procurement processes. The assistant will be responsible for monitoring budget estimates, managing fund expenditures, and ensuring compliance with UN policies and procedures. The position requires a proactive approach to inventory replenishment, vendor coordination, and the maintenance of accurate records. The assistant will also play a key role in ensuring that all UN assets are properly tagged and recorded, contributing to the overall efficiency of the UN's logistical operations. This position is essential for maintaining the integrity of the UN's inventory systems and ensuring that all supplies and materials are available when needed, thereby supporting the broader mission of the UN.

Duties and Responsibilities:
The Inventory and Supply Assistant will undertake a comprehensive range of duties, including but not limited to: monitoring budget estimates and fund allocations, certifying fund commitments, preparing shopping carts for requisitioning, planning procurement actions, and coordinating with vendors and UN security" style="border-bottom: 1px dotted #007bff !important;">Security on delivery schedules. The assistant will ensure accurate completion of goods receipts, review Purchase Orders for compliance, and maintain records of procurement thresholds. Additionally, the role involves conducting periodic physical inventories, monitoring inventory records, and preparing reports related to inventory balances and consumption. The assistant will also assist in managing a comprehensive electronic database of UN property, collaborate in the disposal of surplus property, and provide administrative support in managing UN-owned assets. Other duties may be assigned as required to support the overall objectives of the Travel and Transportation Section.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of relevant work experience in inventory and supply management, property management, logistics, procurement, or warehousing is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Experience in using Enterprise Resource Planning systems or equivalent is also necessary. Candidates should demonstrate a strong understanding of UN rules and regulations, particularly in relation to inventory and control guidelines, and possess the ability to organize and summarize data effectively.

Educational Background:
The position requires a high school diploma or equivalent as a minimum educational qualification. While specific job-related qualifications are not detailed, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued in this role. This educational background is essential for understanding the complexities of inventory management and supply chain operations within the UN framework.

Experience:
A minimum of five years of work experience in relevant fields such as inventory and supply management, property management, logistics, procurement, or warehousing is required. Candidates with a first-level university degree or higher may qualify with only three years of experience. This experience should include performing supply or inventory-related duties within an Enterprise Resource Planning system or similar environments, highlighting the importance of practical knowledge in managing inventory effectively.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official UN language, such as French, is considered an advantage, enhancing communication capabilities within the diverse environment of the UN.

Additional Notes:
The position is subject to local recruitment, meaning that applicants must be authorized to work in the United States. The appointment is for an initial period of one year, with the possibility of extension based on organizational needs. The UN is committed to achieving gender balance and encourages female candidates to apply. Additionally, the UN does not charge any fees during the recruitment process, ensuring that all candidates are treated fairly and equitably.