Administrative Clerk(Receiving and Inspection)

NOTE
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. Staff Members are subject to the authority of the 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.
VACANCY NOTICE NO.:	GS-13-46
ORGANIZATIONAL LOCATION:	United Nations Office at Nairobi/Division of Support Services
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Administrative Clerk(Receiving and Inspection)
DURATION	One year (Fixed-term)
POST NUMBER	UNA028G03400EL-L003
GRADE:	G-4
CLOSING DATE:	11 October 2013

BACKGROUND:

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, Support Services Service, Property Management Unit (PMU).

DUTIES AND RESPONSIBILITIES:

Receiving and Inspection:

a)         Process receipt of goods.

b)         Receive, inspect and certify 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.

c)         Bar-code assets.

d)         Raise Discrepancy report if appropriate. 

e)         Maintain a record of all incoming shipments in the R&I Register.

f)          Notify the Asset Focal Point (AFP)/requisitioner of the arrival, acceptance or rejection of part or all of a consignment.

g)         Advise Procurement of receipt of the goods and instruct Accounts Section to effect payment to the vendor

h)         Oversee and coordinate the movement of received goods from the receiving area to the AFP/requsitioner/end user.

i)          Ensure signing of R&I reports by the AFP/requsitioner/end user after delivery of their items/goods

j)          Ensure accurate and comprehensive Receiving and Inspection (R&I) data is entered in the Asset Management System, as well as in the manual and electronic R&I registers.

k)         Maintain files with R&I reports and related documents.

1.    Other functions:

a)        Participate in physical verification exercises of the assets of UNON, UNEP and UN-HABITAT.

b)        Assist the Disposal Assistant in receiving and disposing of assets approved for disposal.

c)       Conduct physical verification of items requested to be taken out of the UN Complex and update the electronic gate pass system accordingly.

3.   Any other duties that may be assigned by the supervisor(s), including but not limited to, covering for colleagues in the Unit during their absence.

COMPETENCIES:   

• Professionalism: Knowledge of the United Nations property control and inventory procedures. 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.

• Teamwork:  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:  Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

QUALIFICATIONS:

Education:

Completion of secondary education is required. Additional technical training in assets management or related field would be an advantage.

Experience: At least 4 years of relevant experience in inventory and assets management. Experience in the UN administrative processes desirable. Language: English and French are the 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 official United Nations language an asset.

HOW TO APPLY

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 11 October 2013 Applicants should send a completed United Nations P.11 form (available at http://www.unon.org/docs/P11.doc) or Personal History Profile together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            e-mail: recruitment@unon.org PLEASE QUOTE JOB OPENING NO.:   GS-13-46 (Applications without Correct Job Opening number will not be Considered)

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.