Department for General Assembly and Conference Management Supply Assistant Jobs in Kenya

Department for General Assembly and Conference Management Supply Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This post is in the Division of Conference Services (DCS), Information Technology Unit. Under the direct supervision of the Chief of the Information Technology Unit, the incumbent will perform the following functions:

Responsibilities

Supply & Logistics:

• Receives requests and allocates approved requests for, supplies and/or equipment to various departments, sections or missions.

• Makes periodic surveys of departments, sections, or missions to ensure appropriate use of allocated, supplies and/or equipment.

• Replenishes stores with supplies and/or equipment and ensures that they are securely and properly stored.

• Advises on purchase schedules taking into account needs for anticipated replacement of, and replacement programmes for, existing supplies and/or equipment.

• Conducts receiving and inspection formalities for incoming items; makes necessary arrangements to return damaged or defective inventoried items.

• Coordinates Procurement activities including LVAs, RFQs, RFPs including:

Assisting in providing detailed specifications for new equipment acquisitions and in making suggestions for adapting existing equipment to new environs.

Assisting with initiating requisitions, verifying funding, performing technical evaluations, providing comparative reports of proposed bids, providing preliminary recommendations of successful bids and certifying invoices for payment.

• Analyses and suggests improvement to the efficient operation of store or warehouse operations.

• Assists in taking physical inventories of UN property and in investigating and reconciling discrepancies.

• Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines.

• Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments.

• Assists in supervising sales and/or disposals of UN property.

• Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers.

• Maintains Standard Operating Procedures (SOPs) and streamlines processes to improve efficiency.

• Researches innovative technologies and best practices in the field.

Meeting & Conference Support:

• Supplies and sets up IT / Conference equipment for staff members and for meetings/conferences.

• Provides IT Support to delegates and meeting organizers and ensures timely resolution of incidents/problems.

• Manages the Digital Signage system for Conference Services.

Reporting:

• Maintains Standard Operating Procedures (SOPs) and streamlines processes to improve efficiency.

• Assists in preparing a variety of monthly, yearly and ad hoc inventory reports of UN property as required.

• Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Assists with visualizations and updating information material such as web pages or brochures.

• Performs other related duties as may be required.

Competencies

Professionalism:

Knowledge of policies, practices and regulations on management of supplies,

purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other's ideas and expertise; is willing to learn from others; places team agenda before personal agenda. Supports and acts following final group decisions, even when such decisions may not entirely reflect own position.

Client 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 clients' environment to keep informed and anticipate problems.

Education

Completion of high school diploma or equivalent is required. Supplementary training in the areas of ICT, Supply Chain, Inventory and Logistics, or related fields is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

Work Experience

A minimum of seven (7) years' experience involving computerized general office work and the use of the Microsoft Office applications such as Word, Excel & Powerpoint is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.

A minimum of two (2) years working in asset management and storekeeping is required.

Knowledge of and experience working with ERP systems such as Umoja is desirable.

Knowledge of and experience working with Digital Signage systems is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another United Nations Officials language is desirable.

How to Apply

For more information and job application details, see; Department for General Assembly and Conference Management Supply Assistant Jobs in Kenya

Find jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.

Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.

Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!