Requisitions Assistant
Organizational Context
The United Nations Support Office in Haiti (UNSOH) provides support to the Gang Suppression Force, the UN Integrated Office in Haiti, the Haitian National Police, and the Haitian Armed Forces. UNSOH also delivers technical assistance to the Organization of American States. This temporary position is within the Supply Chain Management Section in Port-au-Prince, reporting to the Acquisition Planning Officer or Chief of Unit.
Job Purpose
This temporary role as a Requisitions Assistant within UNSOH's Supply Chain Management Section is crucial for ensuring the timely acquisition of diverse services and commodities essential for mission operations. The incumbent will prepare and monitor requisitions, manage procurement processes, and utilize the Umoja Supply Chain Planning Tool to validate demand and optimize inventory. By analyzing demand, cross-referencing specifications, and liaising with stakeholders and the Procurement Section, the assistant ensures requisitions are accurate, compliant with contracts, and meet mission requirements. This role directly contributes to the efficient functioning of UNSOH by facilitating the procurement of necessary resources, from IT equipment to fuel and construction materials, thereby supporting the mission's mandate and operational effectiveness.
Responsibilities
The Requisitions Assistant is responsible for preparing and monitoring requisitions for a wide range of services and commodities, ensuring timely delivery and compliance with mission requirements. This includes selecting correct items from the Material Master, preparing requisitions for service contracts, and utilizing the Umoja Supply Chain Planning Tool (SCPT) to process demand and analyze inventory data for optimal stock utilization. The role involves verifying freight forwarding requisitions, applying appropriate lead times, and ensuring requisitions align with contract terms. Collaboration with internal stakeholders to obtain technical specifications and liaison with the Procurement Section are key. The assistant will also maintain databases, alert the unit of recurring needs, adhere to mission policies and SOPs, and support internal control systems by maintaining accurate records. Performing other duties as requested by the Acquisition Planning Officer is also part of the role.
Work Experience
A minimum of five years of progressive experience in supply chain, procurement, requisitioning, or administrative services is required. Experience with acquisition and demand planning, procurement processes, and ERP systems like Umoja or SAP is necessary. Proficiency in Microsoft Excel, including data entry, basic formulas, and report generation, is also required.
Skills
Professionalism, Teamwork, Client Orientation, knowledge of acquisition planning, procurement, and requisitioning processes, knowledge of financial rules and regulations, proficiency in Microsoft Excel, experience with ERP systems (Umoja/SAP).