Supply Assistant

The Supply Assistant position is located in Bogota, Colombia within the United Nations Verification Mission in Colombia (UNVMC). The incumbent will report to the Supply Officer in the Life Support Unit.

**Responsibilities**:
Under the Chief Life Support Unit, the Supply Assistant is responsible for the completion of a variety of specialized activities enabling a smooth flow of supplies to and from mission in the field.
- Receives authorized on-line requisitions for stores’ supplies from Chief Life Support Unit; verifies requisitions in accordance with units’ monthly requirements. Ensures that supplies are issued to requesting offices/sections as per approved requisitions without delay.
- Monitors stock of supplies in the stores; conducts regular stock taking of expendable items in the supply stores; informs the supervisor on discrepancies observed and on supplies which require stock replenishment in a timely manner. Ensures that items in the supply stores are arranged in an orderly manner and ensures that supplies are issued to requestors before expiration date of the products.
- Assists in raising requisitions for services and items required by the supply Stores; coordinates with offices and sections about the requests received. Provides updates of requisition status on a regular basis.
- Participates in the acquisition and the drafting of preliminary specifications for requirements; participates in the preparation of technical evaluation committees and presentations to Local Committee on Contracts.
- Assists in conducting periodic inventory of serialized and no-serialized materials and attractive items issued by the Centralized Warehouse Unit and updates records in the system by processing issue vouchers to individual end users of UN property for purpose of transparency and accountability in Systems, Applications, Products in Data Processing (SAP) platforms.
- Prepares write-off requests for property, which is lost, obsolete or damaged. Receives technical evaluation reports from Technicians on damaged property or property which has become obsolete and raises request for write-off in the system to facilitate submission by the Claims office.
- Ensures that property approved for write-off and disposal is handed over to the Property Disposal Unit and Centralized Warehouse Unit in a timely manner. Provides updates of write-off requests status on a regular basis.
- Assists in preparing a variety of monthly, yearly, and ad hoc inventory reports of the field mission’s property. Maintains updates and ensures accuracy and completeness of computer database recording requisition details, purchase orders, delivery and other supply related actions and monitors reports.
- Familiarizes new arrival staff with respect to work requirements and applicable UN guidelines and office procedures.
- Performs the control of General Supply contracts, such as stationary, office equipment, UN Personal Protection Equipment, and related quality control checklist
- Provides an uninterrupted, timely and sound support to Regional Offices within the Colombian Territory.
- Provides data driven decisions by analyzing the stock holdings and demands prior providing feedback to Acquisitions Unit to initiate any Shopping Carts for purchases with strict respect of financial rules and regulation under the Umoja (SAP) environment.
- Receives Notification orders from the Chief Life Support and the Chief Supply Chain Management to execute demands and orders from customers, verify entitlements and scale of issue, organize delivery for approved quantities.
- Ensures that all UNVMC policies are applied and followed thoroughly across all processes, including adherence to UNVMC code of conduct and ethics, and integrates a gender-sensitive approach in all functions.

Competencies

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities specially goods and commodities under his/her supervision. Honours commitments delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight, and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education
High school diploma or Technical School diploma is required.

Job - Specific Qualification
Training in Information in Power Business Intelligence Enterprise (Power BI), System Applications and Products in Data Processing (SAP) or other Technology/Information Systems and Inventory systems is desira