The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the United Nations Office at Nairobi, Central Support Services, Mail Pouch and Archives Unit at the Nairobi duty Station. Under the general supervision of the Chief, Mail, Pouch and Archives Unit (MPAU) the incumbent will be responsible for the following tasks:
Responsibilities
1. Goods receiving:
a) Receives and inspects delivered stocks, ensuring the stocks received are in good condition and matchs
specifications
b) Liaises with Building Management and Travel Unit (BMTU) experts, Receiving and Inspection and Procurement in the event that stock items do not
meet required quality standards
c) Ensures stock database is updated daily to reflect stocks received and the stock levels.
d) Liaises with the Supply and Inventory Assistant when new items are delivered to the stores
2. Distribution of Stock Items:
a) Receives and records the approved requisitions from BMTU and delivers/issues the goods
b) Liaises with BMTU when the requisitions are not clear or when items are not in stock.
c) Ensures stock database is updated daily to reflect issuance and current stock levels.
d) Prepares items for distribution and/or distributes stock item as per BMTU instructions. Prioritize the delivery of stock items when needed.
e) Monitors the movers (contractor’s staff) in the stores when they remove items from the shelves.
3. Stores Operations:
a) Ensures that the stores are clean and stock items are stacked in the right places/shelves for easy access and distribution. Ensure stock location is reflected correctly in the database.
b) Assists the Senior Stock Clerk in keeping the keys and locks all the cupboards for safe custody of stock items.
c) Monitors stock levels (as per the database) and liaises with Administrative Assistant (Stores) BMTU for the reordering of stock items as required.
d) Enters data in the database by entering Receiving and Inspection (R&R) deliveries and issuance of stock items; files stock requisitions, work orders and incoming correspondence in relevant files,
e) Drafts routine correspondence for the supervisor(s) upon request.
f) Assists in the preparation of reports on available stock and performs regular physical counts of items in stock.
g) Participates in physical inventory taking exercises of non-expendable and expendable goods administered by UNON upon request.
h) Identifies new stock items are added to BMTU catalogue on a continuous basis
4. Other Functions:
a) Assists Warehouse supervisor in the coordination and preparation of items to be submitted to the Local Survey Property Board via Property Management Unit (PMU) for disposal or donations.
b) Performs other related duties as assigned by the direct supervisor, warehouse supervisor, or Chief, MPAU, such as, but not limited to, assuming the responsibilities of colleagues during their leave.
Competencies
PROFESSIONALISM: Knowledge of relevant United Nations rules and regulations, of budgetary and administrative procedures, policies and directives, in particular, inventory and control guidelines. Ability to organize and summarize data and information required for a variety of reports, etc. Ability to develop, maintain and operate management control systems for assets, materials, services and claims. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Education
Completion of High Diploma is required. Supplementary technical training from a technical college in stock management or any other relevant field would be an asset. Passing the Global General Service Test (GGST) is an advantage for temporary position recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
Work Experience
A minimum of two (2) years of experience in stock management is required. Working experience with electronic, administrative and on the Enterprise Resource Planning (ERP) Systems/Systems Applications and Products (SAP), in an international organization is highly desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
Note: This is a temporary Job Opening. Appointment against this position is for a duration of six (6) months, a limited duration and does not carry any expectancy, legal or otherwise, of renewal.
Staff members are subject to the authority of Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary.
“Internal Applicants : When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. ”
Notes:
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.
However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
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