UNON Senior Property Control and Inventory Assistant

UNON Senior Property Control and Inventory Assistant

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General.

We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHABITAT) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This post is located in the United Nations Office at Nairobi, Central Support Services, Property Management Unit (PMU).

The incumber will report to and support the Chief, PMU in the overall running of the Unit. Within delegated authority, the Senior Property Management Assistant will be responsible for the following duties:

Responsibilities

Assist the Chief Property Management Unit (PMU) in exercising supervisory control over the functions carried out within PMU

Coordinate day-to-day operations of the Unit

Provide assistance in the analysis of the effectiveness of asset/equipment control procedures in UNON

Ensure that accurate and auditable records, in both hard and electronic format, are maintained for property control and accountability in conformance with Secretariat Administrative Instructions, Property Management Guidelines and Standard Operating Procedures;

Monitor accuracy of PMU statistics maintained in Umoja, ensuring anomalies are identified and addressed immediately;

Identify issues and propose solutions to problematic areas of the asset control process;

Act as focal point of the equipment data for UNON, UNEP and UN Habitat;

Plan and coordinate the assets/equipment verification program within UNON, UNEP and UN Habitat offices in Nairobi and liaise with the Departments/Offices to facilitate implementation of the verification program;

Maintain and update information collected during physical inspection in Umoja

Review compilation of inventory discrepancies, prepare discrepancy reports, advise relevant substantive office and monitor that the associated reconciliation process is conducted by the equipment focal point;

Provide support and assist in the certification, acceptance/rejection of Receipt and Inspection/Discrepancy reports for all goods availed of through vendor(s) or contractor(s), under local and international contracts;

Supervise the overall receipt and inspection of goods on a daily basis;

Take responsibility for maintenance of accurate and comprehensive Receiving and Inspection (R&I) physical inspections and relevant data entry into Umoja as well as and the manual and electronic R&I registers.

Perform quality control monitoring on physical inspections conducted by R&I staff;

Coordination with relevant substantive offices to ensure that goods received and inspected are in accordance with the requested specifications;

Review and verify delivery documentation and through Procurement Section liaise with vendors on discrepancies;

Solve problems related to shortages, damages and missing equipment.

Ensure that serialized equipment received are bar coded according to UN procedures;

Liaise with all substantive offices to receive and dispose of written-off items as per the recommendations of the Director, Division of Administrative Services and the Local Property Survey Board (LPSB)

Act as a secretary to the Local Property Survey Board;

Maintain the LPSB archives system;

Initiate the timely submission of insurance claims to the insurance representative

Prepare correspondences to insurance companies and act as focal point for all matters related to insurance for Property Plant and Equipment.

Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Assists with visualizations and updating information material such as web pages or brochures.

Perform other duties as required.

Competencies

Professionalism:

Knowledge of Inventory, Receiving and Inspection, Disposal and Insurance management techniques and practices, proven analytical skills and ability to research and analyze data; The ability to perform analysis, modeling and

interpretation of data in support of decision-making.

Shows pride in work and in achievements.Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Planning and Organizing:

Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work.

Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Accountability:

Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.

Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments.

Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

Completion of high school diploma or equivalent is required. Supplemental training in in property control and inventory or related field is desirable.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.


Work Experience

A minimum of ten (10) years of progressively responsible experience in property management, logistics management, asset management, inventory control and management, supply chain management or related field is required.

Experience working with IPSAS, database administration, international operations and the UN enterprise resource planning system is required.

Experience working in Enterprise Resource Planning (ERP) (SAP/UMOJA), SAP Business Intelligence (BI), Power Bl is required.

Experience supporting more than one entity or multiple clients simultaneously is required.

Experience in property management performance monitoring and reporting is desirable.

Five (5) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in oral and written English is required.

Knowledge of another UN official language is desirable.

Note:

"Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

How to Apply

For more information and job application details, see; UNON Senior Property Control and Inventory Assistant

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