Property Management Assistant, G6 at United Nations Office at Nairobi (UNON)

This position is located in the Property Management Unit, Central Support Services, Division of Administrative Services, at Nairobi duty station. Under the supervision of the Chief, Property Management Unit. Within delegated authority, the Property Management Assistant will be responsible for the following duties:

Responsibilities

• Plan, organize and conduct the annual physical verification exercise of property, plant and equipment in Nairobi for all agencies that have Service Level Agreements (SLAs) with UNON, as well as insurance risk management for the same.
  • Plan and execute the physical verification exercise and conduct a findings and reconciliation exercise.
  • Prepare the physical verification reports for management or auditors as required.
  • Perform an impairment review exercise for all assets based on the physical verification outcome.
  • Train and supervise the property control team.
• Arrange for insurance cover for property, plant and equipment for all agencies that have Service Level Agreements (SLAs) with UNON.
  • Manage the insurance contract, follow-up on appropriate accounts to charge premium, verify the invoices and ascertain that the invoices are duly settled.
  • Obtain particulars of items to be insured from user units, and arrange for new or renewal of insurance covers.
  •  Draft official correspondence and issue appropriate instructions to insurer/brokers.
  • Scrutinize invoices from insurers for completeness and accuracy for onward payment processing.
  • Process insurance claims and follow up with insurer/broker for prompt settlement.
  • Prepare lists annually for UNEP and UN-Habitat Worldwide Vehicle Third Party Liability Insurance and process payment and reconciliation of the invoices.
  • Responsible for organizing and processing request for insurance bids, tabulating offers and assisting in the recommendation of selection of bid winners.
• Maintain equipment and asset records for UNON and all agencies that have SLAs with UNON, for proper control and data accuracy. Run periodic and ad-hoc reports to ensure data validity.
  • Check receiving and inspection reports to ensure equipment and asset records have been properly created and adequately enriched.
  • Assist in performing ad hoc queries on the records management system using BI (Business Intelligence) on a periodic basis and generate management reports or statistics as needed.
• Monitor the movement of equipment within the UNON Complex and those brought out of the complex based on authorized gate passes.
  • Monitor and verify gate pass requests through the portal and ensure all attractive equipment is insured.
  • Update equipment movement details in the records management system upon receipt of hand-over vouchers for movement of equipment between staff members and to different locations.
  •  Process staff clearance.
• Assist with preparation of Property Survey Board (PSB) case reports for UNON and all agencies that have SLAs with UNON, and implement decisions of the board.
  • Verify cases and update disposal status of equipment and assets submitted to PSB for approval.
  • Update equipment and asset records as per PSB recommendation and upon finalization of physical disposal.
  •  Act as a backup for the staff member responsible for disposal.
• Maintain a list of asset focal points, organize training as and when required and coordinate correspondence for property management related matters.
• 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.
• Any other duties that may by assigned by the Chief, Property Management Unit.

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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• PLANNING & 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.

Education

• Completion of high school diploma or equivalent is required.
• Supplementary training in administration, inventory/supply management, insurance, or accounting 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

• At least seven (7) years of progressively responsible experience in inventory management or related field is required.
• Experience in conducting physical inspections of received materials and preparing related reports is required.
• Experience with SAP/Umoja as it relates to services delivery and plant maintenance is required.
• Experience in data analytics or related area is desirable.
• Experience in United Nations administrative processes or comparable organization is desirable.