UN Other

Senior Requisitions Assistant

UN Other

Job Description

This position is located in the United Nations Peacekeeping Force in Cyprus, Nicosia. The incumbent will report to the Chief of Supply Chain Management Section or her/his designate.

Responsibilities

1. Provides leading guidance to support mandated tasks and to improve the standard of operational performance of Integrated Acquisitioning Unit (IAU): a. Responsible for the creation, update and enforcement of the IAU SOP.

b. Provides support to mandated tasks to improve the standard of operational performance / functions in Integrated Acquisitioning & Requisitioning Unit (IAU). Authorized to modify or develop supplementary guidelines in case existing guidelines require extensive interpretation.

c. Responsible to draft IAU Workplan on a yearly basis. Clearly communicates the links between the organization's strategy and the work of the unit's goals.

d. Coordinates with Chief of Supply Chain Management (CSCM) unit in implementing the policy direction provided by the Chief of Mission Support and translates it into supply chain support plans in order to meet the requirements of the mission. Participates in planning objectives and completes work independently but is subject to final evaluation for overall adequacy.

e. Consults in communications and takes analytical approach to decision making, using appropriate data and seeks expert opinion when deemed relevant. Identifies options for decisions and considers potential opportunities and challenges/risks of alternative actions both in the short and long term. Proposes courses of action or makes recommendations based on available data.

f. Proactively builds strategies which coordinate efforts across the team to delivery clear departmental objectives.

g. Designed the IAU request forms for shopping carts, LVAs and SES in order to ensure that adequate information is provided by SAUS /Technical Units to enable IAU to review and to raise their requests in Umoja. Authorized to amend these forms when deemed necessary.

h. Facilitate efficient Coordination with SAUs for the timely and accurate raising of requirements for goods and services. Provides assistance to SAUs on how to ensure that their request forms are accurate and complete thus avoiding delays due to incomplete submissions by SAUS. Asks questions to obtain clarifications and exhibits interest in having two way communication. Considers positive and negative impacts of decisions prior to making them.

I. Develops and maintains tracking sheets/status of accounts database to monitor timely processing of shopping carts, LVAs and Earmarked Funds and Service Entry Sheets; provides the SAUs the necessary access to the status of account database to assist them in their Acquisition Plan Monitoring.

j. Accepts responsibility for issues in own department.

k. Continually striving to raise quality standards in the work delivered by the Unit by recommending staff to attend trainings that will enhance/improve their knowledge on business related matters.

2. Provide supervisory guidance to IAU staff in the daily performance of tasks and delivery of expected outputs a. Responsible for the direct supervision of the IAU staff. Participates in the planning, sub delegating, assigning and reviewing of work. Acts as first Reporting Officer the staff members.

b. Engages in formal appraisals in conjunction with informal performance discussions on one to one bases when deemed appropriate.

c. Holds weekly meeting with IAU staff members following the SCMS pillar meeting to inform IAU staff of updates on matters concerning the Unit.

d. Manages IAU by assigning responsibility / sub delegating to IAU subordinates for acquisitioning related requests. Such assignments include a broad range of specialized activities that require in depth of treatment whereby decisions/recommendations relate to the range of activities of the Unit. Reviews all work completed in Umoja and other systems such as the correspondence tool and access applications. Makes adjustments/modifications where needed information prior to submission to Procurement Section and Financial Resourcing and Performance Section. Ensures that all practices followed are in alignment with the financial rules and regulation of UN.

e. Empowers staff and delegates the appropriate accountability and decision-making authority on a case by case basis. Establishes and regularly reviews reporting lines and responsibilities across the unit to ensure that the structure supports the performance goals. Provides clear, specific and timely feedback to all staff on a regular basis, addressing any concerns promptly through coaching and other developments.

f. Cross train other staff members to maintain permanent cover during authorized and sick leave absences.

3. Oversees the functioning of IAU by monitoring, tracking all aspects of the acquisitioning process.

a. Acts as focal point to obtain from SAUS/technical units requests for shopping carts, LVAS, SESS, EMF and cost recovery. Coordinates with all stakeholders on matters concerning the supply chain priorities particularly relating to requisitioning and acquisitioning.

b. Responsible for the creation, update, and Administration of the tracking sheet that depicts the daily assignment and the status of work completion by !AU subordinates to ensure accurate and timely creation of shopping carts, LVAS, earmarked funds and cost recoveries to facilitate the continuous supply of goods/services. Highlighting areas of improvement/weaknesses and proposes remedial action to be taken by IAU subordinates. Monitors progress across the Unit by taking into consideration the urgency and deadlines for each case.

c. Deals with the escalation of issues brought up by IAU subordinates. Resolves problems locally including troubleshooting of back end errors. Escalates complex cases to the appropriate Umoja Expert Team d. Facilitates efficient coordination with all SAUs for acquisitioning requests by resolving complex cases locally in the capacity of LPE for source to acquire matters and for fund management problems. Discusses and resolves matters that are deemed controversial that need discretion and tactics to obtain the desired results. Frequently contacts with persons outside the Unit concerning matters of importance to the Organization. Some contacts may be outside the duty station.

e. Reviews the status of accounts database to monitor timely processing of acquisitioning requests. Ensures that all documentation is available for audit purposes.

f .Ensures that all Service Entry Sheets (SES) are supported with relevant documentation and verified received as per contract terms and conditions; that all SESs are charged against valid obligations and raised on a timely manner in order for the organization to avail the prompt payment discounts, if applicable.

g. Ensures that cost recovery is initiated in Umoja for all services provided to internal UN entities and external clients.

h. Reviews the work completed on utility bills processing and cost recovery. Ensures that all information is valid, fully documented and complete prior to presenting the cases to the Certifying Officer for his/her approval.

i. Follows up with Procurement Section on pending shopping carts and purchase orders.

j. Provides Financial Resourcing and Performance Section relevant information on invoices processed and LVAs raised.

k. Assists in the quarterly review of obligations to initiate increases/decreases of funds.

l. On exceptional cases raises shopping carts (funded and unfunded), LVAS, pre-commitment, funds commitments for goods and services for UNFICYP, Good Offices and CMP in UMOJA SRM in a timely manner as per the requirements of SAUs and in accordance with the Financial Rules and Regulations.

m. On exceptional cases raises Service Entry Sheets in UMOJA as per SAUS' confirmation that services were rendered satisfactorily, work orders, invoices and supporting documentation.

n. Validates and confirms GL accounts and product ID numbers provided by SAUS.

o. Acts as focal point with Master Data Maintenance (MDM) team to initiate the process to create product in numbers.

4. Performs administrative duties a. Prepares reports to assist Management and the Self Accounting Units in acquisition/procurement planning and decision making. Assists the Mission Support Sections in the preparation of acquisition plans based on approved budget; provide the Mission Support Sections with relevant information on precommitments and obligations raised which will assist them in the quarterly update of their respective acquisitions plan.

b. Prepares recurring reports, special reports and statistics on acquisitioning, utility and cost recovery matters as requested by CMS/SCMC. Prepares reports from Umoja which will allow for timely decision making to minimize supply chain gaps; make recommendations to improve efficiency and optimal use of supply chain resources and cost-effective logistics to all mission components.

c.Upgrade skills through Continuous Learning i.e. Business Intelligence and UMOJA system.

d. Develop ways for designing reports to match client's needs.

e.Ensures that records of all transactions in UMOJA are maintained for audit purposes.

Competencies

Professionalism: Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, requisitioning, warehousing, inventory management, distribution and procurement. Shows pride in work and 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.

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.

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.

Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.

Education

High School Diploma is required.

Work Experience

At least 10 years of progressively responsible experience in supply chain, finance and budget, logistics or procurement, audit and accounting and other related areas is required.

Experience in an international organization is desirable.

Experience working with Enterprise Resource Planning (ERP) systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required.

Assessment

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

Special Notice

Applicants in the General Service category shall meet the relevant employment requirements of the host country (Republic of Cyprus), including fulfilling visa or work permit stipulations.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across Duty Stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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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