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Inventory And Supplies Assistant,G5

United Nations
Nairobi, Kenya

Salary rangeConfidential | Contract type: Permanent

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Job Summary

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports the 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. The post is located in the Division of Conference Services (DCS). Under the dalexirect supervision of the Chief of the Information Technology Unit at the Nairobi duty station.

Responsibilities

Supply:
•Obtains quotations from vendors.
•Assists in the preparation of requisitions and entry of data to initiate requisition process.
•Monitors and follows up on status to ensure that procurement activity is undertaken to meet required delivery timetables.
•Coordinates with vendors on delivery schedules.
•Ensures that Receipt and Inspection reports accurately reflect requisitioned items, and that invoices are processed by the Accounts Payable Unit.
•Provides updates on requisition status to relevant units and sections.
•Manages and maintains records of procurement thresholds for each contract.
•Maintains, updates and ensures accuracy of computer database by recording requisition details, purchase orders, delivery activity and invoice actions.
•Performs other duties as required.
Inventory:
•Ensures UN assets are assigned stock numbers, bar-coded, decaled and tagged as per UN guidelines as part of the Receiving and Inspection process.
•Conducts periodic physical inventories of UN office equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property.
•Submits reports on physical inventories to the Chief of Section.
•Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property; enters data on all incoming expendable and non-expendable property, acquisitions, disposals, transfers, deletions and corrections.
•Collaborates in the sale of non-expendable property declared surplus or unserviceable and in the destruction of property.
•Maintains records of all sales, trade-ins, donations, destructions and write-offs approved by the Property Survey Board.
•Updates the Property Record Custodians database according to Departmental requests.
•Assists in preparing reports on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property.
•Provides administrative and technical support in managing UN-owned assets in relevant UN asset control and trains users on these databases.
•Performs verification and data migration of existing property or logistics unit control databases.
•Provides training and advises to Property Record Custodians from all Departments on inventory-related matters.
•Performs other duties as required.

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 5 years
Required languages: English (Spoken: fluent | Written: fluent)
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