Fies Kungbana

• Programme:
• Procurement and contracting support
• Inventory Management
• Perform all transactions related to shipments, warehouses/stores, in accordance with internal procedures of UNOPS
• Supervises directly or indirectly the contract management, freight, transportation services,
• including outsourced service providers, client service, conformity with procedures for inventory distribution
• Ensure inventory materials are tracked from award stage till distribution and handover. This includes but is not limited to freight, customs clearing, transportation, warehousing, distribution and handover.
• Perform the receipt and inspection of goods, verify the accuracy of the information on the UNOPS Purchase Order and the invoice, then prepare the "Reception and Inspection Report" (RIR) for recording them in the inventory system;
• Perform the exit of materials in accordance with the procedures put in place, and record all movements on time in the inventory system;
• Keep a stock account of the stored goods, using a spreadsheet, or using a more developed management system "Warehouse Management System";
• Properly organize the storage of inventory materials accordance with safety standards;
• Regularly carry out the inventory of the goods contained in the warehouses/stores and produce their exact and updated list, Evaluate the stock level and notify the appropriate stakeholder of new needs or surplus equipment. Accurately retrieve goods from their storage space. Supervise loading of items into vehicles for distribution
• Ensure the safe-handling of all products during picking, loading, discharging and stocking to avoid any damages.
• Assist in keeping the warehouse clean and organized.
• Provide assistance with the actual delivery of inventory.
• Adhere to all policies and procedures that apply to the warehouse and this position.
• Ensure that goods are stored in their proper locations.
• Safeguard goods at all times.
• May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring

Provides Financial and administrative support , focusing on achievement of the following results:

• Assistance in proper control of the supporting documents for payments and financial reports
• payment execution. Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in one UNOPS; travel claims, and other entitlements are duly processed
• Payable management - tracking of invoices to ensure timely payments to vendors Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems. Follow-up with clients and other United Nations agencies for information relating to payments. Preparation of routine correspondence, faxes, memoranda and reports in accordance with

standard operating procedures.

• Extracting, inputting, copying and filing data from various sources.
• Maintenance of the proper and complete filing system for financial records and documents.
• Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
• Participation in the training for the operations/ projects personnel on Finance. Contributions to knowledge networks and communities of practice. Other assignments as assigned by the supervisor.

Specific Responsibilities for Administration:

• Assist the Finance/Administrative Manager in managing the Freetown Admin Department.
• Assist the Finance/Administrative Manager in overseeing all financial management systems, policies, procedures and internal controls for PIH Freetown operations.
• Assist the Finance/Administrative Manager in managing all cash disbursements
• Assist the Finance/Administrative Manager with the administrative services in all PIH facilities in Freetown.
• Has the primary responsibility for the overall cleanliness and general outlook of all PIH facilities in Freetown (buildings and compound), Manage calendar, Arrange meeting, Trainings etc.
• Prepare monthly or quarterly purchase requests for office supplies and stationery, tea/cooking items, cleaning items and toiletries for all PIH Freetown facilities and provide management oversight and coordination in the supply and maintenance of these items.
• Conduct regular building tours, health and safety inspections at all PIH Freetown facilities.
• Coordinate fumigation exercise at all PIH Freetown facilities as and when necessary.
• Ensure proper management of keys at all PIH Freetown facilities.
• Manage occupancy and assignment procedures and records at PIH Freetown housing facilities.
• Report and follow-up with operations on any repairs needed at all PIH Freetown facilities.
• Prepare payment requests and ensure that all utility bills are collected and processed for payment in a timely manner. This includes Africell pre and postpaid bills, Guma Valley Water bills, Electricity Bills.
• Work closely with security guards to ensure that PIH Freetown facilities are manned properly
• Direct line manages and supervises Janitors/cleaners in line with their JDs.
• Provide weekly financial reports on advances received for purchasing of items needed for all facilities.
• Arrange for office space, sitting arrangement, furniture and equipment for new employees.
• Keep track of office items such as cell phones, computers, etc issued to staff and visitors.
• Ensure that events or meeting venues are booked and that the necessary catering and stationary is available.
• Collect and send all incoming correspondences/information and distribute to staff accordingly.
• Produce monthly reports on office inventory stock levels.