Career Opportunities at The United Nations Office at Nairobi (UNON)

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.

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Organizational Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN Headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-Habitat) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services. (www.unon.org). This post is located in Budget and Financial Management Service (BFMS), Division of Administrative Services (DAS), at the United Nations Office at Nairobi (UNON). Under the overall supervision of the Chief, Budget Section and the direct supervision of the Deputy Chief, Budget Section, the incumbent will perform the following duties: Responsibilities

1. Budget Formulation & Negotiation: Coordinates, formulates, analyzes and finalizes cost estimates and budget proposals, in terms of staff and non-staff requirements, in accordance with the medium-term plan; Reviews, analyzes and finalizes budget/financial implications in light of recommendations and decisions made within the Local Governance Structures for Common Services, Commercial Operations and Charge-Back arrangements; Establishes, reviews and updates cost-sharing arrangements based on decisions made within local Governance framework.

2. Budget Implementation: Prepares allocations and allotments for the approval of the Chief and Deputy Chief of Budget Section under the delegated authority of the Director, Division of Administrative Services; Manages and monitors budget implementation and recommends reallocation and/or redeployment of funds as necessary due to operational requirements; Monitors expenditures and ensures that they remain within authorized levels, including analysis of funds’ utilization and provision of advise to all concerned; Reviews arrangements and cost plans ensuring compliance with UN regulations and rules as well as established policies and procedures established within the local Governance structures.

3. Performance Reporting: Prepares, review and finalizes budget performance reports, including analysis and provision of justification for variances between approved budgets and actual expenditures; Provision of periodic reports to UNON Management and clients for the locally cost-shared arrangements as appropriate.

4. General: Implements efficiency measures: Initiates and undertakes reviews of existing administrative and budgetary procedures to ensure efficiency of budgetary controls; Evaluates the adequacy and effectiveness or related procedures and formulates proposals of corrective actions as necessary; Provides advice, guidance and training on result-based budgeting and financial policies and procedures as required; Undertakes and participates in special assignments or technical surveys relating to local cost-sharing and change-back arrangements, including preparation of reports and policy papers on matters relating to resource requirements, programming and budgetary issues; Analyses and interprets performance data and make recommendations; Performs other duties as assigned by the Chief, Budget Section.

Competencies

• Professionalism: Know.ledge of administrative, budgetary and financial policies and procedures; Ability to apply various United Nations administrative rules and regulations to work situations; Conceptional, analytical and evaluative skills to conduct independent research and analysis; Ability to conduct independent research and analysis, identify issues, formulate options and make conclusions and recommendations; 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 accomplishment 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 as necessary; Uses time efficiently.
• Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost as 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

A first-level university degree in business administration, finance, accounting or related field. A master’s degree in one of these areas would be an asset. Other technical qualification within the area of finance i.e Certified Public Accountant (CPA) or ACCA would be an advantage.

Work Experience

A minimum of four years of progressively relevant professional experience in case of a Bachelor’s Degree and a minimum of two years of progressively relevant professional experience in the case of a Master’s Degree in the areas of finance, accounting and/or budget is required. Practical experience in the use of Umoja/SAP( UN ERP System) especially in the Financial Management, Controlling, Organisational Management and Service Delivery modules is an asset. Strong quantitative and qualitative research, analytical and writing skills are desirable. Experience with management reporting, donor reporting and development of reports in Business Intelligence is an advantage. Supervisory experience is required. Practical experience with the administration of common services and cost recovery within a large organizational set-up would be an advantage. Knowledge of local market conditions and pricing structures is required. Experience with the implementation of IPSAS is