Logistics jobs at the United Nations, Thailand

Position: Inventory and Supply Assistant

About position

United Nations Economic and Social Commission for Asia and the Pacific is seeking highly qualified and capable Inventory and Supply Assistant to assist the team of Assets Management Sub-Unit, Facilities Management Unit, Division of Administration. The Inventory and Supply Assistant reports directly to the Inventory and Supply Supervisor. However, the position holder generally reports to the Chief, Facilities Management Unit.

In particular, the incumbent will be performing the following duties to assist the country operation of the United Nations

Supply duties

• Monitor budget estimates, funding allocations, fund expenditures, etc., and report on status and progress in regard to the following services: stationery and office supplies; general building maintenance supplies; furniture supplies and associated services.
• Prepare requisitions and enter data to initiate the requisition process for the supply of inventories.
• Obtain funding certification of requisitions from Financial Resources Management Section (FRMS), forward requisitions to Procurement Unit (PU) for action. Also, monitor and follow up on status to ensure that procurement activity is undertaken to meet required delivery timetables.
• Record contract status at all stages of the process and also coordinate with services and supplies contractors on delivery schedules.
• Ensure that Receipt and Inspection reports of inventory items accurately reflect requisitioned items and that invoices are processed by the Accounts Payable Unit.
• Provide updates on requisition status to relevant units. Similarly, manage and maintain records of procurement thresholds for each contract.
• Similarly, maintain, update and ensure accuracy of computer database by recording requisition details, purchase orders, delivery activity, and invoice actions.
• Communicate with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects.
• Liaise with the contractor regarding the coordination and supply of furniture.
• Furthermore, perform other duties as required.

Inventory duties

• Ensure UN inventory are stocked and organized as per UN guidelines. Similarly, ensure compliance with Umoja operational inventory guideline and procedures.
• Conduct periodic physical counting of UN inventory to ensure accuracy of stock descriptions, the net total on hand and exact location of the property.
• Deploy to new offices to access supply requirements, to assist in the office startup, to prepare and consolidate data for handover to the Assets Management Sub-Unit and to assist in planning for supply of commodities to the new office.
• Submit reports on physical inventories to the Chief of Assets Management Sub-Unit.
• Assist in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property. Also, enter data on all incoming inventory, acquisitions, disposals, transfers, deletions, and corrections.
• Collaborate in the disposal of inventory declared surplus or unserviceable and in the destruction of property.
• Maintain records of all sales, trade-ins, donations, destructions, and write-offs approved by the Property Survey Board.
• Update the inventory database according to Departmental requests.
• Assist in preparing reports on consumption, proposed consumption and local procurement lead-time for UN inventory.
• Provide administrative and technical support in managing UN-owned inventory in relevant UN asset control databases, and train users on these databases. Similarly, provide training and advice to inventory owners from all Departments on inventory-related matters.
• Perform verification and data migration of existing inventory or logistics unit control databases.
• In addition to that, perform other related duties as required.

Requirements

• High school diploma or equivalent is necessary. However, a first level university degree is desirable but not a requirement.
• In addition to that, at least five years of experience in inventory and supply management, property management, logistics procurement, warehousing, administrative services, or related area.
•  Experience in implementing Enterprise Resource Planning (ERP) systems, such as Umoja or SAP, standard in inventory and supply control.
• Experience with standard computer programs, such as MS Office, is desirable.
• Fluency in English. However, additional knowledge of another UN official language will be an asset.