Requisitions Assistant

This United Nations Volunteers (UNV) assignment is part of MONUSCO (United Nations Organization Stabilization Mission in the Democratic Republic of the Congo). This assignment will be based with MONUSCO in Entebbe (Uganda) Duty Station.

Task description:

Within the limits of delegated authority, the Requisitions Assistant will be responsible for performing the following duties:

• Prepares requisitions for diverse services and commodities (e.g., information technology and communication equipment, vehicles, medical equipment and supplies, food rations, fuel, construction and building maintenance materials, furniture and fixtures, stationery and office supplies, etc.) in a timely manner in accordance with the mission's acquisition plan, and monitors the status of requisitioning and procurement processes of assigned categories.
• Prioritizes requisition preparation as per guidance of the Acquisition Planning Officer, taking into account changing priorities and emergencies, resulting in an optimal delivery schedule to meet the mission's requirements.
• Liaises with counterparts in the acquisition planning unit or United Nations Global Service Centre (UNGSC ) on item availability prior to raising requisition/shopping cart to acquire new items and raises internal (transfer) orders for items to be supplied from the existing inventory of Strategic Deployment Stock (SDS) or surplus stock in other missions.
• Maintains relevant databases and files to keep track of any contractual agreements and update the various stakeholders regarding the assigned categories.
• Oversees the preparation of requisitions for service contracts, requirements, and maintenance plans in accordance with the contract terms.
• Ensures that sufficient funds are available for all requirements.
• Monitors the use of adequate lead times from requisitioning so that realistic foreseen delivery dates are duly inserted in the requisitions; also ensures that all requisitions comply with contract terms and agreed delivery schedules.
• Works in close collaboration with internal stakeholders, such as the technical units within Service Delivery and Supply Chain Services/Sections, and assists in the preparation of the technical specifications, e.g., Statements of Work (SOWs), Terms of Reference (TOR), etc., for various services and commodities not available from existing stock or systems contracts, ensuring completeness of the requirement and technical evaluation criteria.
• Collaborates with the Procurement Section regarding the procurement process for raised requisitions and monitors outstanding requisitions, keeping the various stakeholders informed of their status.
• Performs local market search for immediately required goods and services, obtains them through accepted procurement procedures, and gathers relevant information for further processing.
• Implements mission policies and procedures, including Standard Operating Procedures (SOPs), guidelines, and instructions governing the requisitioning and procurement process; contributes to the periodic review and maintenance of the same.
• Implements internal control systems including maintenance of accurate and complete accounting, reporting, and all electronic/hard copy records for quality control purposes to ensure a proper audit trail.
• Supervises and provides work direction and guidance to junior requisitions assistants; manages and coordinates the activities in his/her area of responsibility.
• Performs other duties as requested.