Job Opening

Posting Title: Property Control and Inventory Assistant, G6
Job Code Title: PROPERTY CONTROL AND INVENTORY ASSISTANT
Department/Office: Economic and Social Commission for Western Asia
Duty Station: BEIRUT
Posting Period: 14 April 2021 - 13 May 2021
Job Opening Number: 21-Property and Asset Management-ESCWA-153831-R-Beirut (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Economic and Social Commission for Western Asia (ESCWA unescwa.org) forms part of the United Nations Secretariat and, like the other regional commissions, operates under the supervision of the United Nations Economic and Social Council. ESCWA comprises 20 Arab countries in Western Asia and North Africa. ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council.

This position is located in the Facilities & Assets Management Services Section/ Resource Management and Service Development Division of ESCWA. The Property Control and Inventory Assistant will report to the Chief Facilities Management Unit.

Responsibilities

Within delegated authority, the Property Control and Inventory Assistant at this level will carry out the following duties:

1.Conducts receiving and inspection formalities for incoming items; makes necessary arrangements to return damaged or defective inventoried items.
2.Analyses and suggests improvement to the efficient operation of stockroom or warehouse operations.
3.Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information.
4.Carries out property physical verification and inspection and quarterly inventory physical count exercises and reconcile discrepancies.
5.Updates assets records in UMOJA and ensures UN assets are bar-coded, decaled and tagged as per UN guidelines.
6.Conducts equipment master data enrichment and data cleansing in UMOJA.
7.Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments.
8.Prepares a variety of monthly, yearly, and ad hoc inventory reports of UN property as required, including those on surplus (damaged/obsolete) non-expendable UN property, on consumption, proposed consumption, and local/HQ procurement lead-time for non-expendable UN property, etc.
9.Conducts monthly quality checks of all POs (services and goods) received during each month to ensure there are no missing assets/equipment in UMOJA.
10.Supervises sales and/or disposals of UN property.
11.Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers.
12.Prepares yearly financial statements of PP&E.
13.Prepares self-assessment quarterly reports reflecting the progress in KPIs accountability.
14.Ensures that all equipment/inventories approved for Write-Off are properly updated and tracked in UMOJA.
15.Acts as ex-officio in the Local Property Survey Board.
16.Provides training and advises to Property Record Custodians from all Departments on inventory-related matters.
17.Provides administrative and technical support in managing UN owned assets or other UN owned property in relevant UN asset control databases and trains users on these databases.
18.Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases.
19.Supervises staff within Unit.
20.Performs other duties as required.

Competencies

• PROFESSIONALISM: Demonstrates effectiveness in developing supply contracts, plans, policies, procedures and programmes. Demonstrates fiscal awareness and responsibility. Knowledge of relevant UN rules and regulations, of budgetary and administrative procedures policies and directives, and of inventory and control guidelines, directives, and procedures. Ability to develop, maintain and supervise management control systems for assets, materials, services, and claims. Strong analytical skills. 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& 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

High school diploma or equivalent is required.

Work Experience

Seven years of experience of experience in inventory and supply management, property management, logistics, procurement, warehousing, or related area.

Languages

English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA. For this position, fluency in English is required.

Note: "Fluency" equals a rating of 'fluent' in all four areas (speak, read, write, and understand) and "Knowledge of" equals a rating of 'confident' in two of the four areas.

Assessment

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. Applicants who have not passed the GGST at the time of application may be invited for the test when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST per applicable eligibility guidelines.

Evaluation of qualified candidates will include assessment(s) and a competency-based interview.

Special Notice

• This position is available for one year from the date of appointment/assignment. Extension of the appointment/assignment is subject to availability of funds, extension of the mandate, continued need for services, and satisfactory performance.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

• Candidates are fully responsible for all arrangements and costs for attending all assessments and interviews. All candidates shall receive the same notice period for attending the assessments and interviews.

• A formal offer of appointment shall not be issued unless the candidate has the legal right to live and work in Lebanon. The candidate is fully responsible for all costs and arrangements related to travel and relocation (including visas and permits) to the duty station and for continued employment at ESCWA.

• Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.

• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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