Details
Mission and objectives
UNAMA was established in 2002 as a Political/ Peacebuilding Mission, exceptionally) directed and supported by the UN Department of Peacekeeping Operations (DPKO).
Context
The R&I Unit in UNAMA’s Centralized Warehousing Receives and Inspects all items procured, including equipment, oils, spirits and lubricants purchased by the United Nations for UNAMA, as well as all items transferred from various United Nations missions to UNAMA. In addition, it conducts Board of Survey for United Nations assets (UNOE) under write-off.
Task description
Within the delegated authority and under the supervision of Chief Centralized Warehousing (CCW) or his/her designated mandated representative(s), the UN Volunteer in Receiving and Inspection Assistant role will: - Monitor periodic flow of incoming shipments, coordinate receipt, pre-inspection on condition prior to storage and deliver quality safe warehousing services before initial physical inspection and handover. - Ensure that items received are in accordance with specifications, terms and conditions specified in the relevant purchase order (PO), letter-of-assistance (LOA) or contract; - Actively participate in the receiving and inspection procedures throughout the entire mission area for the delivery of rations and other assets as required; - Maintain and closely monitor R&I operational Dashboard for ongoing and pending cases and expediate the backlog tasks or cases with persistent follow up. - Maintenance of monthly records of R&I reports and staff output/productivity records with data accuracy Process R&I Reports in UN ERP system (SAP-Umoja) with correct product ids for quality control and IPSAS compliance. - Prepares and submits R&I reports, discrepancy reports, and disposal reports for the unit chief’s approval; Identify anomalies and/or discrepancies and the details thereof, or any other reason for rejection and record in Damage Discrepancy Reports (DDR), posted on the system and presented to R&I supervisor and Procurement for immediate action; Process of Goods Receipt reports are done in Umoja system; - Produces Business Intelligence reports on monthly basis and when requested by supervisor and or CCW. - Submit finalized R&I Reports to Procurement, KJSO Finance, respective warehousing units and to all the concerned stakeholders within UNAMA including UN Headquarters/ UNGSC if any; Monitor all data entry of Property Plant and Equipment (PPE), attractive items and Expendable (EP) property before receiving in Umoja, as well as monitoring and verifying the accuracy and comprehensiveness of all items reflected in SAP Business Objectives to track the mission KPI of virtual goods receipt for UNAMA Identification and bar-coding all PPE/ UNOE in accordance with the Item Master Catalogue (IMC); - Ensure close coordination with Requisitioning Unit, Property Management Unit, KJSO vendor unit, procurement unit and warehousing unit or any concerned stakeholders within UNAMA regarding new deliveries, storage, technical inspections and physical checks; - Monitor track and tracing of Goods in Transit (GIT) and Transfer of Control (TOC) as per INCOTERMS 2010 and timely process Virtual R&I reports within the KPI timeline Compile monthly Financial Accrual Statistics for Goods in Transit as per International Public Sector Accounting Standards (IPSAS) - Participate in R&I desk reviews and work plan development. Maintains daily accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and SOPs; - Submit a Monthly Log Report to the CCW or as and when required adhoc reports; - Availability to report to work at short notice, even during holidays and weekends when required; - Engage in cross functional warehousing activities and availability for deployment for operational requirement any time in all UNAMA mission area in Afghanistan - When working with (including supervising) national staff or (non-)governmental counterparts, the incumbent is strongly encouraged to set aside dedicated time for capacity development through coaching, mentoring formal and on-the-job training; - Perform other related tasks/duties, as and may be required. - Furthermore, UN Volunteers are required to:- Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day) - Be acquainted with and build on traditional and/or local forms of volunteerism in the host country - Provide annual and end of assignment reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application - Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc - Assist with the UNV Buddy Programme for newly-arrived UN Volunteers - Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.