Mar 04, 2019
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Organizational Setting
The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially and environmentally sustainable manner. Achieving food security for all is at the heart of FAO’s efforts – to make sure people have regular access to enough high-quality food to lead active and healthy lives.
The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations and contribute to the growth of the world economy.
Our three main goals are: the eradication of hunger, food insecurity and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate and genetic resources for the benefit of present and future generations.
Reporting Lines
The position is located at FAO Ethiopia Country Office and under the general guidance of the FAO Representative in Ethiopia, the overall supervision of the Senior Administrative Officer and the direct supervision of the Finance/Administration Officer, and in close collaboration with Administrative Assistant (Accounting) the incumbent will carry out the following duties:
Technical Focus
The provision of inventory and asset management related support services ensuring high quality of work, accuracy, timeliness and properly recorded/ documented service delivery.
Tasks and responsibilities:
Acts as Inventory and Assets Management Focal Point and working in close collaboration with the Administrative Assistant (Accounting). Specifically, the incumbent will carry out the following duties:
Record the receipt and issuance of goods from the Stores in the Inventory database;
Receive, inspect and verify of all incoming equipment, furniture , expendable supplies and scheduling of deliveries to users;
Support the annual physical inventory verification exercise by checking the accuracy of records and location of the item. This includes the count of all office equipment, supplies and furniture; and record the findings into the inventory database to reflect a true position and location of all items;
Reconciliation of the results from the periodic physical inventory counts conducted with the stock balance indicated in the Inventory database;
Assist in the verification of clerical computations against physical count of stock and adjusts errors in computation or count, or investigates and reports reasons for discrepancies;
Update the inventory database immediately when goods are received from various procurement actions; Track movement of non-expendable property and update records regularly;
Maintenance of stock levels of Stationery/Supplies in the Stores and ensure timely replenishment of stock;
Monitoring and control of Inventory stock items and provide inputs for the Procurement Plan on a quarterly basis; ensuring sufficient stock of fast-moving office supplies and to maintain ‘Bin Cards’ for every stock item;
Ensure safekeeping of all sensitive items and properties of the organization;
Maintenance of proper filing system for Asset records;
Extraction of data from various sources related to the management of assets and preparation of Inventory reports, as required;
Prepare goods receipt note for recording the receipt of all goods purchased through the issuance of Purchase Orders;
Provide serial numbers of existing assets to FA-Services@fao.org to be uploaded to GRMS Asset Registry;
Ensures that an ADM83 Form is completed in case of Loss or Theft of assets;
Participate in/performs asset tagging/barcoding (i.e. attaching a pre-printed barcode to each non-expendable asset), setting up an asset catalogue for assets that cannot be barcoded (small size, unreachable location), keeping a record and forwarding the information to FA-Services@fao.org;
Collaborate with the IT Unit for the management of IT assets and reconciles records ensuring inventory records are up to date and accurate;
Perform other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Secondary school education. Bachelor’s degree in Business Administration, Procurement, Commerce or related field although not a requirement
Four years of administrative, accounting, inventory and stores management experience.
Working knowledge (level C) of English and working knowledge of the local language is required.
Very good knowledge of the MS Office applications, Internet and office technology equipment.
National of Ethiopia.
FAO Core Competencies
Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
Selection Criteria
Extent of experience in stores, inventory and asset management with an international organisation is desirable.
Knowledge of FAO/UN operational guidelines and administrative/procurement/inventory procedures will be an added advantage.
Ability to operate MS Office applications, web-based management systems, advanced knowledge of spreadsheets and database packages.
Demonstrates High level of integrity and ethical standards
Ability to communicate clearly in English (written and spoken).
ADDITIONAL INFORMATION
FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
Applications received after the closing date will not be accepted
Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
Candidates are requested to attach a letter of motivation to the online profile. Vacancies will be removed from the recruitment portal at 23:59 Central European Time (CET) on the deadline for applications date. We encourage applicants to submit the application well before the deadline date. If you need help, or have queries, please contact: Careers@fao.org
FAO IS A NON-SMOKING ENVIRONMENT
Food and Agriculture Organization of the United Nations (FAO) -Ethiopia
Addis Ababa, Ethiopia
Full time
