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CHIEF OF SECTION, CENTRALISED WAREHOUSING

São Tomé

  • Organization: MINUSMA - United Nations Multidimensional Integrated Stabilization Mission in Mali
  • Location: São Tomé
  • Grade: Senior level - P-5, International Professional - Internationally recruited position
  • Occupational Groups:
    • Logistics
    • Logistics, Transportation and Supply ChainProperty and Asset Management
    • Managerial positions
  • Closing Date: Closed

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds. 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.

Org. Setting and Reporting

This post is in the Centralized Warehousing Section, Supply Chain Management (SCM) Service of Mission Support Division (MSD) in the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), GAO. The Chief of the Centralized Warehousing Section (CWS) reports directly to the Chief Supply Chain Management Service.

The incumbent is responsible for overseeing the CWS, including the planning, administration and centralized management of warehouse operations.
In summary, the CWS Chief’s role involves:
programmatic/administrative tasks necessary for the functioning of the section;
the development and execution of the Section’s budget;
preparation of annual work plans, and monitoring progress against these plans to ensure the organization attains its objectives as cost effectively and efficiently as possible;
develops plans and strategies pertaining to mission inventory and mission stock;
translates policies and guidance into actionable plans;
leading the development and implementation of inventory management and warehousing best practices to achieve process efficiencies and effectiveness in resource utilization.

Responsibilities

Within delegated authority, Chief Centralized Warehousing Section (C-CWS) will be responsible for the following core duties:

• Inbound operations: inbound delivery monitoring, receiving, batch management, transfer orders and putting away;
• Inventory and storage management: storage location management; conduct inventory analysis for warehouse managed inventories and regularly advise cost centre Units/Sections (Inventory Senior Users) accordingly; coordinate with the Inventory Management team to ensure timely fulfillment of requirements for movements of goods, visibility of inventory ownership, cycle counting and physical inventory, shelf life monitoring and inventory analysis;
• Outbound operations: order fulfillment, picking, packing, task monitoring, order consolidation and loading;
• Development and implementation of effective stock control and audit systems to provide information regarding stock levels, usage rates, economic order quantity, re-order point and other stock-level advice that will allow the cost center Units/Sections (Inventory Senior Users) to maintain all stocks at the levels necessary to meet customer requirements and demand;
• Leverage business intelligence tools focused on demand and supply processes generated data with the aim of improving overall mission supply chain operational responsiveness, agility and reliability. Contribute and/or lead process re-engineering to streamline supply chain management functions and to transition centralized warehousing into a centre of excellence for a responsive supply chain management function;
• Responsible for warehouse management, including regular inspections of the warehouse premises, in order to ensure the highest standards of physical premises, storage conditions and appropriate levels of security for the warehouse operations;
• Monitoring the space availability to allow for an optimal allocation of the goods while ensuring that the safety and security standards are met at all times.

Furthermore, the C-CWS carries out programmatic/administrative tasks necessary for the functioning of the section, including the development and execution of its budget pertaining to the subsidiary budgets and personnel needs of the CWS Units, including Receiving and Inspection (R&I), Property Disposal (PDU), Warehouse Operations, Stock Control, Administration, Inventory Management and Control. The C-CWS also addresses the following:

a. Assigns and monitors performance parameters and critical indicators, reports on budget/programme performance, prepares inputs for results-based budgeting, evaluates staff performance, evaluates and interviews candidates for job openings. Oversees the resources and capacity management to ensure achieving the result based budgeting expected accomplishments relevant to warehousing operations.

b. Prepares an annual CWS work plan, and monitors progress against this plan to ensure the organization attains its objectives as cost effectively and efficiently as possible; actively engages in management performance duties and ensures the provision of management, guidance development, training, constructive feedback, performance evaluation and appraisal, and provision of administrative support and other management functions to staff in his/her area of responsibility;

c. Develops plans and strategies pertaining to warehouse inventories; provides input towards the development of supply chain management plans (demand, sourcing, delivery/replenishment and safety stock) budgets and schedules; collaborates and coordinates with technical units to forecast demand and gather inventory requirements for future planned projects and activities in support of service delivery objectives.

d. Translates policies and guidance into actionable plans, including: developing required new and/or improved business processes and supporting standard operating procedures; spearheading organizational design, identifying skill gaps, initiating and advocating necessary staff development program to ensure realization of enhanced mission accountability and stewardship of United Nations Property in the mission area of operation.

e. Establishes Service Level Agreement (SLA) with cost centre Units/Sections and develops internal processes and control mechanism to ensure that customer needs and expectations are met, including exercising leadership in the development and implementation of inventory management and warehousing best practices to achieve process efficiencies and effectiveness in resources utilization.

f. Provides business domain knowledge and technology project delivery expertise in the effective review and analysis of there-engineering of supply chain management processes in support of the implementation of a new Enterprise Resource Planning (ERP) system.

g. Performs other duties as required.

Competencies

Professionalism:
Demonstrated knowledge of and exposure to a substantive field of work in the areas of supply chain management, in particular warehousing, inventory management, distribution, warehouse safety management, as well as related procedures, practices and environmental standards.
Ability to conduct analysis and produce reports and papers on technical issues and to review and edit the work of others. Knowledge of and an ability to apply United Nations rules, regulations, policies and guidelines in work situations.
Ability to apply discretion and sound judgment in applying technical expertise to resolve complex and/or sensitive issues. Ability to develop and apply supply chain management procedures and programs. Ability to provide professional technical advice on a broad range of supply chain management areas, including warehouse management.
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.
Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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 and 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.

Managing Performance:
Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Leadership
Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

Education

Advanced university degree (Master’s degree or equivalent) in supply chain management, business administration/management, logistics, project management, engineering or a related area. A first-level university degree in combination with qualifying work experience may be accepted in lieu of the advanced university degree. Certification in PRINCE2 or other project management methodologies is desirable. Certification in supply chain management such as Supply Chain Operations Reference – Professional (SCOR-P) is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible and relevant experience in at least two areas of supply chain management or logistics operations is required: logistics planning, warehouse management, inventory management, distribution and movement, or other related areas relevant to warehousing in a complex supply chain environment. At least four years of management experience is required. Experience in managing centralized warehousing in an international environment is desirable. Experience in planning, managing or supporting supply chains in complex, volatile, conflict or post-conflict settings is desirable.

Languages

French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; a sound working knowledge of French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.

This vacancy is now closed.
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