Property Management Officer at United Nations Support Office in Somalia (UNSOS)

This position is located in the Property Management Unit of the Performance Management Section of the United Nations Support Office in Somalia (UNSOS), duty station Nairobi. The incumbent efficiently and effectively manages property management support operations within the entire asset life cycle (receiving, controlling, disposal and financial reporting) of UN property in the Mission. The incumbent reports to the Chief, Property Management Unit or her/his designate.

Responsibilities

• Within delegated authority, the Property Management Officer will be responsible for the following duties:
• Plans the property management support operations, monitors progress through statistical analysis of database records and monthly progress reports for the Unit.
• Monitors ongoing operations of the Unit, undertaking regular site visits of field mission offices and carries out physical inspections and verification of UN property.
• Liaises with the Commodity Managers (technical units), Procurement, Movement Control Unit, Centralized Warehouse Unit and other stakeholders at the mission on matters related to Assets, Equipment, Plant, Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property.
• Plans and supervises proper disposal of hazardous waste, of written-off property and of some commodities representing a risk to the environment, in order to avoid any pollution or contamination.
• Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property at the mission in conformance with Administrative Instructions, DOS guidelines and mission Property Management standard operating procedures.
• Ensures proper utilization and enhancement, as required, of the established Business Intelligence (BI) tools to monitor and evaluate the overall progresses of the Mission’s property management and related key performance indicators (KPIs) and report to technical units / stake holders for underperformance areas and take necessary actions whenever required.
• Monitor all incoming shipments and take part in physical inspection along with Receiving and Inspection unit and commodity managers (technical units) to ensure correct items received and processed in Umoja.
• Monitors Umoja data repository and fixed asset registry, ensuring anomalies are identified in Discrepancy Reports and addressed immediately.
• Prepares periodic performance reports in line with the DOS and DMSPC quarterly reporting regime, review and ensure accuracy of data.
• Prepares accurate and auditable statistical reports for management in missions, DOS and DMSPC, and drafts correspondence, as required.
• Drafts Standard Operating Procedures (SOP) and flow charts relating to all aspects of Property Management activities aligned with Property Management Manual, IPSAS Policy Framework, within the context of the overall mandate of the Unit, including terms of reference and job descriptions for the Staff in the Unit.
• Identifies issues and implements solutions to problematic areas related to Property Management.
• Ensures proper maintenance of the fixed assets register by recording information related to fixed assets, and accuracy and integrity of property records.
• Ensures accurate tracking of existing fixed assets, implements and monitors the periodic physical verification process.
• Prepares and verifies periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures timely submission as per the DOS and DMSPC Guidelines.
• Performs other duties as required by Chief, Performance Management Section.

Competencies

• PROFESSIONALISM: Demonstrated knowledge and exposure to a substantive field of work in the areas of supply chain management, in particular property management, procurement, inventory management, warehousing and logistics processes. Proven analytical skills in Business Intelligence, property management key performance indicator’s including the ability to analyze data, develop recommendations for under-performance areas, as well as review and edit the work of others. An ability to apply various United Nations rules, regulations, policies and guidelines in work situations. Ability to develop and apply supply chain management procedures and programs. Ability to use judgment in applying technical expertise to resolve complex and/or sensitive issues. 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.
• 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

• High school diploma or equivalent is required. For the candidates who possess a first level of university degree, the minimum year of relevant experience is reduced to five (5) years.

Job - Specific Qualification

• Diploma or certification in supply chain management and fixed asset management is desirable.
• Training in logistics and supply chain management or other relevant field, sound knowledge of international logistics operations and supply chain management is desirable
• Training in inventory and asset management is desirable;

Work Experience

• A minimum of ten (10) years of progressively responsible experience in the area of property, asset management, and inventory control is required.
• Experience with MRP (Materials Requirements Planning) and/or ERP (Enterprise Resource Planning), e.g., SAP ECC (ERP Central Component) or SRM (Supplier Relationship Management) is Desirable.
• Proficiency in utilization of computer applications such as Business Intelligence Tool (BI) to track and update the asset database is desirable.
• Occasional official trips to the mission locations in Somalia may occur therefore experience in providing logistics and supply chain services in a conflict or post conflict environment is desirable.

Languages

• English and French are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required.