Warehouse Manager



Advertised on behalf of :

Location : Abidjan, COTE d'IVOIRE
Application Deadline :23-Aug-14 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :UNV
Post Level :UNV
Languages Required :
English   French  
Starting Date :
(date when the selected candidate is expected to start)
15-Sep-2014
Duration of Initial Contract :1 year
Expected Duration of Assignment :Renewable

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

After being postponed several times, Côte d'Ivoire's presidential elections finally took place on 31 October 2010. However, questions related to the disarmament, demobilization and reintegration of armed groups and militias, as well as the issue of unification and the reconciliation of Ivorians needed to be addressed to ensure the development proceeded smoothly.

The impact of protracted civil unrest is still visible in the country. Tensions between communities have resulted in the displacement of hundreds of thousands of people, especially in the west of the country. In addition, the illegal occupation of individual properties has damaged social cohesion in all areas of displacement.

Public hearings, initiated by the authorities with the support of the UN Operation in Côte d'Ivoire (UNOCI) in 2007-2008, provided civil documentation, including birth certificates, to more than 600,000 people. However, the redeployment of the civil administration in the zones occupied by the has not yet been completed, making it difficult to gain access to registration documents, and putting hundreds of thousands of individuals at risk of statelessness, including descendants of people who migrated to the country during or just after the colonialist period. Côte d'Ivoire hosts some 4,000 refugees and asylum-seekers, while more than 80,000 Ivorians remain as refugees in neighbouring countries, mainly Guinea, Liberia and Ghana.

With the development of security and political stability in Côte d'Ivoire, UNHCR, jointly with other UN agencies and mission, Government of Côte d’Ivoire, international and national NGOs, plans to strengthen its activities related to refugees' local integration. It will also assist in the repatriation and reintegration of Ivorians from neighbouring countries, besides making final plans for the return of many thousands of internally displaced persons (IDPs) in the country.

Established on 14th December 1950 by the United Nations General Assembly mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide with particular focus on safeguarding the rights and well-being of refugees, the United Nations High Commissioner for Refugees-UNHCR strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country. UNHCR-Côte d’Ivoire specifically provides assistance of not only refugees and repatriating refugees but also to communities facing fragile protection situations that may lead to flight or to their return not being durable. The Operation is a complex operation, the objectives of which are 1) repatriation of Ivorian refugees; 2) reintegration and integration of returnees/IDPs and Liberian refugees into the communities; 3) protection of returnees and refugees; and 4) reducing the risk of stateless people in Côte d’Ivoire.


Duties and Responsibilities

Under the direct supervision of the Head of Office, the National UN Volunteer Warehouse Manager will undertake the following tasks:

  • Oversee the warehouse operations in Abidjan. Control storage, movement  and receipts/issue of inventory as per UNHCR’s procedure;
  • Match physical quantities against receipt/release documents and ensure that inventory records (Bin/Stack & Stock Cards) match physical inventory;
  • Update and track inventory files and shipping documents, ensure proper filing routines;
  • Verify all inventories and check if they are owned by UNHCR. In case of non-UNHCR inventory discovered notify the UNHCR office immediately;
  • Control the storage conditions (general condition and cleanness, etc.);
  • Control that the stacking of items is appropriate and safe;
  • Check the quality of the inventory, if the bottom layer is elevated from the floor and if items are damaged;
  • Ensure that all bins/stacks have Bin/Stack Cards;
  • Ensure that Bin/Stack Cards & Stock Cards are timely updated;
  • Check that the Layout & Storage plan is updated and matching the physical placement of inventory in the storage area;
  • Check the completeness of documents, handling and filing routines, in the storage area and in the warehouse office (receipt, signatures, updating, etc.);
  • Ensure the correctness of documents, such as Incoming/Outgoing Shipment reports, Waybills, GRNs, Inspection reports, etc. and ensure they are finalized and delivered to the UNHCR office as instructed;
  • In case of inventory discrepancies investigate and notify the UNHCR office as soon as possible (this includes discrepancies between warehouse records and the reports from the UNHCR office);
  • Inspect the general condition of the warehouse premises;
  • Ensure cleanliness of the building and premises, and ensure that waste disposal routines are environmental friendly;
  • Security and safety checks;
  • Share the weekly/monthly Stock Reports with relevant stakeholders in the office as per the office instructions/procedures;
  • Undertake quarterly physical verification exercise of inventories;
  • The incumbent will receive technical guidance from the Supply Officer based in Abidjan;
  • Perform other duties as required.

Promotion of the UN Volunteer Programme Mandate

UN Volunteers are expected to integrate the UN Volunteers Programme mandate within their assignment as well as promote voluntary action through engagement with communities (urban & rural) during the course of their work. As such UN volunteers should dedicate a proportion of their working week to the following in support of and in synergy with their primary role as UN Volunteer.

  • Strengthen knowledge and understanding of the influence of voluntary action by the  communities affected by issues of interest of UNHCR through the following:
  • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
  • 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 IVD);
  • UNHCR in collaboration with the UNV Field Unit ensures that the Description of Assignment contains specific indicators of how to measure the success of the assignment in terms of the contribution to capacity development;
  • Learning: UNHCR ensures that the national UN Volunteer has the same access to learning resources as staff, including access to the internet;
  • UNHCR will prepare the arrival of the UN Volunteer and familiarize him or her with the agency and the context where he or she will operate;
  • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
  • Reflect on the type and quality of voluntary action that they are undertaking, including participation in on-going reflection activities;
  • 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;
  • Develop knowledge of non-profit community based organizations and promote major issues of these organizations through publications and dissemination of information that will influence development and peace-building initiatives;
  • Undertake awareness-raising (promotion) activities in communities that will increase knowledge of issues of interest to UNHCR’s mandate;
  • Encourage communities to volunteer thoughts and actions to the development of their communities on the basis of core issues discussed in or for publications;
  • Build relationships with a wide range (private/public) of Community Based Organizations, (CBO’s) Civil Society Organizations (CSO’s) - to support and/or participate in community driven voluntary activities and assist them to tell their stories to the World Volunteer Web site;
  • Encourage, mobilize and support co-workers and fellow UN Volunteers to better understand the connections between UNHCR’s mandate and voluntarism;
  • Monitor on a continual basis the impact of integrating UNHCR’s mandate and activities voluntary action at the community level;
  • Contribute to articles/write-ups on the peace-building and development process and experiences from the above outlined activities and submit them to UNV publications/websites, newsletters, press releases, etc.;

Promote and/or advise CSOs and citizens groups in the use of OV (online volunteering), and encourage relevant - groups to use OV whenever – technically possible.

The United Nations Volunteers (UNV) Programme was created by the General Assembly (GA) in 1970 through GA resolution 26/59. Since then, UNV’s mandate has been expanded by GA resolution 31/131 in 1976, GA resolution 56/38 in 2001 and others in the follow-up to the International Year of Volunteers in 2001.

  • UN Volunteers are expected to integrate the UN Volunteers Programme mandate within their assignment as well as promote voluntary action through engagement with communities (urban & rural) during the course of their work. As such UN volunteers should dedicate a proportion of their working week to the following in support of and in synergy with their primary role as UN Volunteer;
  • Strengthen knowledge and understanding of the influence of voluntary action by the  communities affected by issues of interest of UNHCR through the following:
  • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
  • 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 IVD);
  • UNHCR in collaboration with the UNV Field Unit ensures that the Description of Assignment contains specific indicators of how to measure the success of the assignment in terms of the contribution to capacity development;
  • Learning: UNHCR ensures that the national UN Volunteer has the same access to learning resources as staff, including access to the internet;
  • UNHCR will prepare the arrival of the UN Volunteer and familiarize him or her with the agency and the context where he or she will operate;
  • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
  • Reflect on the type and quality of voluntary action that they are undertaking, including participation in on-going reflection activities;
  • 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;
  • Develop knowledge of non-profit community based organizations and promote major issues of these organizations through publications and dissemination of information that will influence development and peace-building initiatives;
  • Undertake awareness-raising (promotion) activities in communities that will increase knowledge of issues of interest to UNHCR’s mandate;
  • Encourage communities to volunteer thoughts and actions to the development of their communities on the basis of core issues discussed in or for publications;
  • Build relationships with a wide range (private/public) of Community Based Organizations, (CBO’s) Civil Society Organizations (CSO’s) - to support and/or participate in community driven voluntary activities and assist them to tell their stories to the World Volunteer Web site;
  • Encourage, mobilize and support co-workers and fellow UN Volunteers to better understand the connections between UNHCR’s mandate and voluntarism;
  • Monitor on a continual basis the impact of integrating UNHCR’s mandate and activities voluntary action at the community level;
  • Contribute to articles/write-ups on the peace-building and development process and experiences from the above outlined activities and submit them to UNV publications/websites, newsletters, press releases, etc.;
  • Promote and/or advise CSOs and citizens groups in the use of OV (online volunteering), and encourage relevant - groups to use OV whenever – technically possible.

Results/Expected Output:

  • Appropriate management of warehouse related activities;
  • Timely provide any support required for a smooth delivery of the operation;
  • Timely provide all reports required in coordination with the Supply Unit in Abidjan;
  • Coaching/mentoring and knowledge shared while working with other colleagues;A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.


Competencies

Professionalism:

  • Broad and in-depth knowledge, understanding and experience in in  accounting, finance and basic audit processes;
  • Demonstrate ability to apply good judgment and be accurate;
  • Ability to take initiative, ownership, and work independently under established procedures;
  • Willingness to accept wide responsibilities;

Integrity:

  • Demonstrate the values of the UN in daily activities and behaviors while acting without consideration of personal gains;
  • Resist undue political pressure in decision-making;
  • Stand by decisions that are in the organization’s interest even if they are unpopular;
  • Take prompt action in cases of unprofessional or unethical behavior; does not abuse power or authority.

Communication:

  • Good spoken and written communication skills, including ability to draft clear and concise reports;
  • Good interpersonal skills.

Corporate Responsibility and Teamwork:

  • Demonstrating commitment to UNV’s vision and values;
  • Supporting information-sharing environment;
  • Developing self-awareness;
  • Understanding and valuing diversity;
  • Developing team skills and coaching;
  • Assessing performance, promoting excellence in performance;
  • Facilitating learning from others;
  • Preventing and resolving conflicts.

People Skills:

  • Listening, giving, and receiving feedback;
  • Demonstrating interpersonal effectiveness;
  • Sharing knowledge and experience;
  • Handling criticism;
  • Showing empathy and becoming assertive.

Service Client Orientation:

  • Considering others in decisions and actions;
  • Designing/implementing processes and procedures that effectively meet partners’ and/or colleagues’ needs;
  • Providing effective and appropriate service to serving volunteers/other clients.

Accountability:

  • Taking responsibility and accountability for one’s own actions;
  • Cnsidering the consequences before acting and making a decision;
  • Interpreting and following UNV’s policies and procedures accurately.


Required Skills and Experience

Education:

  • High School Graduate with post-secondary training/certificate in trade, business administration, economics, marketing or related field.

Experience:

  • 2 years of Previous job experience relevant to the function would be a strong asset.

Knowledge:

  • Knowledge of UNHCR’s Supply Chain plus field experience is desirable;
  • Knowledge and working experience in using People Soft/MSRP Supply Chain application is desirable;
  • Experience in using computer programs, including word processing, spread-sheet and other standard software packages as well as handling of web based management systems;
  • General knowledge of UN system policies, rules, regulations and procedures governing administration and a good knowledge of UNHCR operations is an asset

Language:

  • Fluency in French and good oral and written communication skills is desirable.



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