National Individual Consultant- Property Control & Inventory Assistant at UNICEF

Purpose Of Activity/Assignment

• UNICEF Kenya Country Office is looking for a meticulous and highly skilled consultant to join our team as a Property Control and Inventory Associate. The main objective of this role is to perform a comprehensive physical verification and reconciliation of office assets for both the KCO and ESARO offices. The purpose of this activity is to ensure that all property, plant, and equipment owned by the offices are physically verified and that the details of the PPE are accurately updated in the ERP system. This includes information regarding the user, location, serial number, asset condition, and heritage items. The process will be thorough and will guarantee accuracy and completeness in the records of all assets owned by both offices

Scope Of Work

• Assist with data reconciliation of the physical verification exercise between various databases, ERP (VISION), and tracking files like Microsoft Excel spreadsheets.
• Liaise with clients and staff members to physically verify property away from offices using online measures such as dated photographs, filling of online forms, and video correspondence.
• Upload physical verification data in ERP (VISION) and other legacy systems and databases to monitor progress.
• Maintain accurate electronic and manual records of physical verification documentation for audit purposes, management, and clients.
• Perform an impairment review exercise for all assets based on the physical verification outcome.
• Monitor movement of property out of the UN premises based on authorized gate passes; Receive and verify gate pass requests through the portal.
• Update equipment movement details in the ERP (VISION) upon receipt of hand-over vouchers for the movement of equipment between staff members and to different locations.
• Perform ad hoc queries on the ERP(VISION) using BI (Business Intelligence) periodically and generate management reports or statistics as needed.
• Assist in preparing periodic performance reports in line with the Global Asset Management Policy requirements, review, and ensure the accuracy of data.

Deliverables
Work Assignments Overview
Deliverables/Outputs
Delivery deadline
Estimated Budget

• Conduct a physical inventory of all company-owned assets and reconcile the date for KCO and ESARO to 100% accuracy
• All assets have been reconciled and updated with 100% accuracy in the ERP (VISION)

31 Jan 2024
Daily fee

• After conducting a physical verification, review all assets for impairments.
• Identify any assets that are impaired or obsolete and assist you in creating PSB documentation to dispose of them properly.

Continuously
Daily fee

• Collaborate with staff to carry-out property verification at the office premise and arrange verification of assets via email communication for zonal offices
• Ensure that all relevant parties work together to complete the verification process.

Continuously
Daily fee

• Upon receipt of hand-over vouchers, update equipment movement details in the ERP (VISION) for staff and location changes.
• The assets within the ERP system (VISION) are constantly tracked and updated in records.

Continuously
Daily fee

• Supervisor(s) may assign additional asset monitoring or administrative duties, including coverage of absent colleagues.
• Assist with additional office tasks as requested by administration.

Continuously
Daily fee
To qualify as an advocate for every child you will have…

• University degree in social sciences, business management, administration, finance, or any other relevant field of discipline.
• Three years of relevant professional work experience in office management, administration, finance, accounting, ICT, human resources, supply, or any other relevant function.
• Knowledge of UN procedures and processes
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset