Senior Property Control and Inventory Assistant at United Nations

Responsibilities

Within delegated authority, the Senior Property Management Assistant will be responsible for the following duties: 1.Assist the Chief Property Management Unit (PMU) in exercising supervisory control over the functions carried out within PMU

2.Coordinate day-to-day operations of the Unit

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

4.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;

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

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

8.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;

9.Maintain and update information collected during physical inspection in Umoja

10.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;

11.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;

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

13.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.

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

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

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

17.Solve problems related to shortages, damages and missing equipment.

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

19.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)

20.Act as a secretary to the Local Property Survey Board;

21.Maintain the LPSB archives system;

22.Initiate the timely submission of insurance claims to the insurance representative

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

Competencies

Professionalism – Good understanding of Inventory, Receiving and Inspection, Disposal and Insurance management techniques and practices, proven analytical skills and ability to research and analyze data; 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.

Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters, the Global General Service Test (GGST) or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

A minimum of ten years of experience in the field of property management, inventory control, logistics management, database management or related field. Experience working with IPSAS, database administration, international operations and the UN enterprise resource planning system is desirable .

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in oral and written English is required. Working knowledge of another UN language is desirable.

Assessment

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