OSCE Supply Assistant in Dnipro 144 views

Under the direct supervision the Administrative Officer and overall guidance of the Director, Administration and Finance/ General Services (GS)/Unit in HQ the Supply Assistant assists with supply chain activities in the following services:

1. Assists Administrative Officer to plan and organize the distribution of goods ensuring the compliance with supply chain activities standards, OSCE rules and Regulations, Financial/Administrative Instructions on Procurement and Contracting and Asset Management;

2. Prepares the list of necessary goods to be procured and ordered for the FLB in accordance with approved budget. Prepares and plans supply of goods and services (single, monthly stock). Identifies the need of supplies in his/her area of responsibility (AoR), assists procurement unit to make market research for the specified supplies, and prepares reports on supply chain operations;

3. Upon of approval of Administrative Officer, Head of General Services and Head of Finance, procures supplies locally;

4. Prepares reports on supply chain operations, processes procurement requests for expenditure, (both electronically or manually), Hand over documents for assets, invoices, bills, shipment declarations, packing lists, General Incident Reports ( RATS) monitoring distribution list;

5. Receives and inspects the goods and services delivered against quality. Tags, if necessary, all assets upon receipt from the supplier. Acts as custodian of all the assets under their AoR. Supports the annual physical inventory to verify the location and condition of assets, checks the accuracy of records;

6. Keeps stock of assets, regularly checks and updates database accordingly. Assists in maintaining the warehouse, receives and issuing goods from it. Reports about malfunctioning, damage, discrepancy of assets. Advises staff to register the damage of assets in appropriate databases;

7. Works with carriers, arrangement of shipments, loading and unloading procedures;

8. Keeps the information about local suppliers, supply and delivery services;

9. Identifies the supply needs of FLB and supports procurement unit to supply them with required items and services. Visits, checks, monitor supply stocks in his/her AoR, prepare reports accordingly and maintain filing system;

10. Performs the research activities in order to identify new solutions for logistical challenges and improve current supply chain;

11. Keeps minutes from meetings and drafts reports, updates and maintains current registers and files;

12. Performs other tasks as assigned.