UNDP Shipping Inventory Management Associate Deadline 27 November 2008

Vacancy Announcement

Position title: Shipping and Inventory Management Associate
Type of Contract: Fixed Term Appointment
Position Level: GS-6
Organizational Unit: UNDP, Procurement Unit
Duty Station: Dili, Timor - Leste
Duration: 1 (one) Year, extendable
Expected Start date: January 2009

Organizational Context

Under the guidance and supervision of the Procurement Analyst, the Shipping and Inventory Management Associate ensures execution of transparent and efficient procurement services and processes in Country Office. The Shipping and Inventory Management Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Shipping and Inventory Management Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities:

1. Ensures implementation of the operational strategies focusing on achievement of the following results:
• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Provision of shipping and customs clearance services for the CO, DEX projects and at the request of other Agencies focusing on achievement of the following results:
• Support to organization on shipping processes including preparation of relevant documentation and timely action on both incoming and outgoing consignments;
• Inventory and storage of goods received
• Timely handing over of goods to beneficiaries
• Provides inputs for cost-recovery bills in Atlas for the procurement/shipping services provided by UNDP to other Agencies.
• Verifies and certifies that goods are received in good condition, certifies invoices for payment.
• Forecast stocks required and ensure adequate supplies available in stores.
• Issue of stationery and supplies
• Maintenance of filing systems

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper control of CO Assets and Inventory focusing on achievement of the following result:
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.
• Preparation or review of submissions to CAP or ACP as needed
• Operations of assets and inventory in ATLAS

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
• Organization of trainings for the operations/ projects staff on procurement issues.
• Synthesis of lessons learnt and best practices in procurement
• Sound contributions to knowledge networks and communities of practice.

Required Qualifications:

• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement
• 5 to 7 years of experience in procurement which includes assets management is required at the national level.
• Experience in Experience in the usage of computers and office software packages (MS Word Excel, etc) and experience in handling of web based management systems, Atlas applications and global payroll systems.
• Fluency in English. Working knowledge of Portuguese or Tetum or Bahasa Indonesia is an asset.


Please submit your applications together with curriculum vitae and relevant supporting documents to the following address:

Human Resources Unit
United Nations Development Programme
Obrigado Barracks Compound, Building 11
Caicoli Street,
Dili, Timor-Leste
Fax: +670 3313534
E-mail: personnel.tp@undp.org

The deadline for submitting applications is 27 Nov 2008

Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.