Administrative Clerk (Receiving and Inspection) at United Nations Office at Nairobi (UNON)
ADMINISTRATIVE CLERK (RECEIVING AND INSPECTION)
Type of Contract:GS-4
Duration: Two Years
Closing Date: 14 December 2011
Vacancy Notice Number: GS-11-40
Organisation Location: United Nations Office at Nairobi/Support Services Service
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports 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 Property Management Unit (PMU) within Support Services Service of the Division of Administrative Services, UNON.
Under the overall supervision of the Chief, PMU, the incumbent’s responsibilities will be as follows:
1.Receiving and Inspection:
Processing receipt of non-expendable and expendable property;Receiving, inspecting and certifying acceptance/rejection of goods delivered by vendor(s) or contractor(s), as specified on the Purchase Orders as well as contracts involving commodities delivered to, or provided in support of, UNON, UNEP and UN-Habitat;Bar-coding non-expendable property;
Raising Discrepancy reports, if required;Maintaining a record of incoming shipments;
Notifying the Inventory Focal Point (IFP)/requisitioner of the arrival, acceptance or rejection of consignment;
Instructing Accounts Section to effect payments to the vendor;Overseeing and coordinating movement of received goods from the receiving area to the Inventory Focal Point/requsitioner/end user;
Ensuring accurate and comprehensive Receiving and Inspection data is entered in the Inventory Management System, as well as in the manual and electronic registers;
2. Other functions:
Participating in physical verification exercises of the assets of UNON, UNEP and UN-Habitat;Assisting in receiving and disposing of assets approved for disposal;Conducting physical verification of items requested to be taken out
of the UN Complex and up-dating the electronic gate pass system
3.Performing any other duties as may be assigned.
Professionalism: Knowledge of the United Nations property control and inventory procedures. Shows pride in work and in achievements; 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.
Works collaboratively with colleagues to achieve organizational goals; 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:
Identifies priority activities and assignments and adjusts priorities as required; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Completion of secondary education is required. Additional technical
training in assets management or related field would be an advantage.
A minimum of four years of relevant experience in inventory and assets management is required. Experience in the UN administrative processes is desirable.
English and French are the official working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of French is desirable.
Knowledge of another United Nations official language will be an advantage.
Other Desirable Skills
Working knowledge of Integrated Management Information System (IMIS) is desirable.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8).
Interested candidates may apply by submitting detailed curriculum vitae in English, and a duly completed United Nations Personal History form (available at http://www.unon.org/docs/P11.doc).
All applications should be sent to:
PLEASE QUOTE THE JOB OPENING NUMBER AND FUNCTIONAL TITLE IN THE SUBJECT LINE OF THE E-MAIL.
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment.