Property Management Assistant, G4 at United Nations Office at Nairobi (UNON)

Responsibilities

• Assist in conducting physical verification of property plant and equipment (equipment, assets, inventory and heritage assets), by electronic scanning of the barcode numbers, batch numbers and physical verification of specific attributes (serial no, location, user accountable, condition, etc.).
• Assist with data reconciliation of the physical verification exercise between various databases, ERP (Umoja) and tracking files like Microsoft excel spreadsheets.
• Liaise with clients and staff members to conduct physical verification of property away from offices using online measures such as dated photographs, filling of online forms and through video correspondence.
• Daily upload physical verification data in ERP (Umoja) and other legacy systems and databases used 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 and ensure all attractive equipment is insured.
• Update equipment movement details in the ERP (Umoja) upon receipt of hand-over vouchers for movement of equipment between staff members and to different locations.
• Perform ad hoc queries on the ERP(Umoja) using BI (Business Intelligence) on a periodic basis and generate management reports or statistics as needed.
• Assist in preparation of periodic performance reports in line with the Global Asset Management Policy Service (GAMPS) quarterly performance requirements, review and ensure accuracy of data.
• Assist with drafting Standard Operations Procedures (SOPs) and flow charts in the area of physical verification. Conduct periodic reviews of the SOPs to ensure efficient service delivery to clients and make corrections where necessary.
• Support other units within property management in the areas of receiving and inspection, property control, insurance, disposal and reporting as and when required.
• 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 any other duties as may be assigned by the Chief of Unit.

Competencies

• PROFESSIONALISM: Knowledge of inventory management, purchasing and supplies procedures. Ability to perform functions such as physical verification of property, data reconciliation, maintaining accurate electronic and manual records of physical verification and monitor movement of property within the organization. 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.
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

• Completion of a high school diploma or equivalent is required.
• Supplementary technical training in inventory management, purchasing and supplies procedures is desirable.

Work Experience

• A minimum of three (3) years of progressively responsible experience in the field of property management, inventory control, logistics management or related field is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree
• Experience working with databases and manipulation of multiple data sets and data sources is required.
• Experience in using handheld scanning devices, data entry and export of data is required.
• Experience supporting more than one entity or multiple clients simultaneously is required.
• Experience working with Enterprise Resource Planning (ERP) (SAP/UMOJA) is desirable.
• Experience with an international or multilateral organization or NGO is desirable.

Languages

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