Under the general supervision of the Administrative Officer, the incumbent performs administrative support functions, which includes receiving office equipment and supplies from suppliers, issuing office supplies to staff members and reconciling the stores records with actual supplies available. The incumbent also captures and manages the Property, Premises and Equipment (PP&E) USSC in VISION, generates IPSAS compliant reports, supervise the physical count by third parties, as well as supervising the maintenance of office furniture and equipment and raising requisitions for Operations.
Major duties and responsibilities
Assists the Admin. Officer in Managing the USCC PP&E by receiving new equipment from suppliers, ensures that the office equipment is properly tagged and inventories for easy identification and tracking the movement of equipment from one office to another using both the VISION PP&E module and the manual database for non-attractive items,
Manages the office stores by receiving and issuing Office supplies for USSC and enters details of the receipts and issues on Bin cards,
Undertakes the Reconciliation of the balances in the bin cards with the actual balances of the stores items and based on the balances decides and recommends to the supervisor on the re-ordering levels based on the balances and the lead times;
Coordinates and supervises the Stores physical stock take at least twice a year. The incumbent also organizes and oversees the physical verification exercise for USSC Nairobi Assets (PPE) and prepares reports highlighting any anomalies which may be noted during the physical stock take and verification exercises to the supervisor to the supervisor for corrective action to be undertaken immediately,
Captures and updates USSC office equipment details in VISION to reflect the actual location of office equipment and allocates equipment to staff whenever required in line with set criteria for eligibility,
Monitors and supervises maintenance of office equipment by contractors and certifies that the contractors have undertaken the job as required before payment is made,
Prepares the necessary documentation for the movements/dispatch of office equipment/items within USSC and monitors confirmation of dispatch and receipt;
Responsible for compiling list of items to be disposed of, submits to the supervisor for onward submission to the Local Property Survey Board,
Follows-up on the final approval of PSB recommendations and supervise the disposal accordingly,
If items are to be disposed of through public auction, the incumbent makes necessary arrangement for the auction to take place and maintains records on auction reports and payments,
Responsible for monitoring of invoices and payments of USSC service providers,
Dispatch and follow up on receipt of Administrative related supplies, pouches sent to Somalia as may be requested,
Responsible for raising requisitions (travel, procurement, FC) for the operations section and ensuring completeness of process.
Any other admin related support as defined by supervisor
To qualify as an advocate for every child you will have
Possession of Kenya Certificate of secondary Education plus A Diploma in Management. Possession of a degree in Public/Business Administration will be an added advantage.
At least six years progressive work experience working in a busy industry with major work being Administrative, stores and inventory management.
Experience in usage of inventory and stores database software will be an added advantage.
For every Child, you demonstrate…
UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People, and Drive for Results.
The competencies required for this post are…
Builds and maintains partnerships (I)
Demonstrates self-awareness and ethical awareness (I)
Drive to achieve results for impact (I)
Innovates and embraces change (I)
Manages ambiguity and complexity (I)
Thinks and acts strategically (I)
Works collaboratively with others (I)
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Female candidates are particularly encouraged to apply. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
