Functional Title & Level:    Supply Assistant, GS-5
Duty Station:                        Port-au-Prince
Posting Period:                    26 November-10 December 2021
Job Opening Number:        BINUH-VA-2021-007

Special Notice

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff.  Female candidates are strongly encouraged to apply.  

All applicants who consider themselves qualified and meeting the minimum requirements of this Vacancy Announcement (VA), should submit their fully completed and signed P11 via email at binuhrecruitmentteam@un.org. 

Important: Please pay attention to the instructions on the VA when applying for the VA which will include functional title and the VA number. Incorrect submissions will not be considered. Applicants will be held responsible for misrepresentation/omission of information on their signed P11 applications.

Organizational Setting and Reporting

The United Nations Integrated Office in Haiti (BINUH) was established by Security Council resolution 2476 and is mandated to promote and strengthen political stability and good governance, including the rule of law, preserving, and advancing a peaceful and stable environment, supporting an inclusive inter-Haitian national dialogue, and protecting and promoting human rights in Haiti. 

This position is located within the United Nations Integrated Office in Haiti (BINUH). The Supply Assistant reports to the Chief of Supply Chain Management and Service Delivery. 

Responsibilities

Within delegated authority, the Supply Assistant will be responsible for the following duties: 
•    Receives authorized on-line 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 on discrepancies observed and on supplies which require stock replenishment in a timely manner.
•    Ensures that items in the supply stores are arranged in an orderly manner and ensures that supplies are issued to requestors before 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 of requisition status on a regular basis.
•    Assists Receipt and Inspection Unit (R&I) in receiving and inspecting goods delivered by vendors and managed by Supply Unit. Processes internal R&I reports for goods in the Supply Stores and forwards to R&I Unit for processing records of the goods in the system and issue to end users according to established procedures.
•    Participates in the acquisition and the drafting of preliminary specifications for requirements; participates in the preparation of technical evaluation committees and presentations to Local Committee on Contracts.
•    Selects correct items from the Material Master when raising shopping carts in order to buy items from catalogues related to global or regional systems contracts.
•    Interacts with internal stakeholders, such as the technical units within Service Delivery and Supply Chain Services/Sections, to obtain 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.
•    Drafts and/or prepares relevant documents, such as a note verbale, customs clearance, etc.
•    Identifies issues and implements solutions as instructed by the supervisor.
•    Assists in preparing a variety of monthly, yearly and ad hoc inventory reports of the field mission's property.
•    Maintains updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and other supply related actions and monitors reports.
•    Familiarizes new staff with respect to work requirements and applicable UN guidelines and office procedures.
•    Performs other duties as required.

Competencies
Professionalism: 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. 

Client and 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.

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. 

Education 
High school diploma or equivalent is required. 

Work Experience 
A minimum of five (05) years of progressively responsible experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required.
A minimum of three years’ experience in using Microsoft tools (Word, Excel, Power point, etc.) is desirable.
Experience with ERP systems (SAP, UMOJA) is desirable; experience in the requisitioning process is desirable.

Languages 
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English and French (oral and written) is required. Fluency in Haitian Creole is required.

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