Warehouse Inventory and Logistics Support

The Department’s mission is to enable United Nations system operations through trusted security leadership and solutions. The Department implements its mission through the following tasks and functions:

• Coordinate and advise on safety and security for the UN in the field
• Support the UN’s peace, humanitarian, development, and human rights operations
• Analyze threats and risks
• Advise on physical security and protective services
• Manage security at major conferences
• Provide security at UNHQ and offices away from Headquarters
• Collaborate with NGOs
• Provide a security decision-making framework

The volunteer will be based in Jerusalem and will regularly travel to the UNDSS warehouse in Ramallah.
Working under the overall supervision of the Administrative Officer, and in close collaboration with the Administrative Associates, the volunteer will provide operational, logistical and administrative support for the verification, documentation and management of warehouse assets.

Under the direct supervision of the Administrative Officer, the UN Volunteer will undertake the following duties:
1. Inventory Verification and Documentation
• Conduct a comprehensive physical verification of all UNDSS assets, including assets stored in the Ramallah warehouse, assets located in the Jerusalem office, and equipment assigned to individual staff members.
• Verify assets assigned to individual staff members against the official asset register, confirm current custodians, identify missing or unrecorded assets, and report any discrepancies.
• Record detailed information for each asset, including:
o Asset description;
o Asset number (where applicable);
o Serial number;
o Quantity;
o Physical condition; and
o Storage location.
• Take clear photographic records of each asset or asset group.
• Prepare and maintain a complete inventory register using the approved Excel template.
• Verify supporting documentation and identifying discrepancies between records and physical inventory.
• Following verification, categorize all assets as:
o Suitable for transfer to Gaza;
o Recommended for disposal; or
o Requiring further management assessment or decision.

2. Transfer and Disposal Support
• For assets identified for transfer:
o Coordinate movement planning with the UNDSS Coordination Team.
o Work closely with the Administrative Associate responsible for logistics.
o Prepare assets for transportation.
o Ensure all movement documentation is completed before dispatch.
• For assets identified for disposal:
o Prepare and organize all supporting disposal documentation.
o Ensure disposal files are complete, accurate and supported by appropriate evidence.
o Assist the Administrative Officer in preparing documentation required under applicable UNDSS and UNDP administrative procedures.
3. Records Management
Throughout the assignment:
• Maintain complete and accurate inventory records.
• Organize inventory files, photographs and supporting documentation within the designated SharePoint repository.
• Ensure documentation is appropriately indexed and archived.
• Maintain a complete audit trail for all inventory activities.
4. Administrative and Operational Support
• Provide operational and logistical support to the UNDSS Administrative Team.
• Assist with warehouse inspections and internal logistical projects.
• Support administrative coordination during periods of high operational demand.
• Perform other related duties assigned by the supervisor.

Expected Outputs and Deliverables
By the end of the assignment, the UN Volunteer is expected to deliver:
• A fully verified and updated UNDSS asset inventory register covering warehouse assets, Jerusalem office assets, and assets assigned to staff members. (Excel).
• A complete photographic inventory record.
• A categorized list of assets recommended for transfer and for disposal.
• Complete disposal documentation for all assets recommended for disposal.
• A comprehensive Inventory Verification Report summarizing:
o Work completed;
o Discrepancies identified;
o Recommendations for transfer, disposal or further management action; and
o Outstanding issues requiring management decision.
• A complete electronic handover package containing all inventory records, supporting documentation and photographs.