Job Opening

Posting Title: PROPERTY CONTROL AND INVENTORY ASSISTANT, G5 (Temporary Job Opening)
Job Code Title: PROPERTY CONTROL AND INVENTORY ASSISTANT
Department/Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 07 April 2022 - 13 April 2022
Job Opening Number: 22-Property and Asset Management-UNON-178372-J-Nairobi (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UNHABITAT) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the United Nations Office at Nairobi, Central Support Services, Property Management Unit (PMU) and reports to the Chief, Property Management Unit. The position also entails support to United Nations Triangular Partnership Project (TPP) for Rapid Deployment of Enabling Capabilities for peacekeeping, under the Department of Operational Support (DOS).

Responsibilities

This position is located within the United Nations Office Nairobi (UNON), Property Management Unit. The position also entails support to the United Nations Triangular Partnership Project (TPP) for Rapid Deployment of Enabling Capabilities for peacekeeping, under the Department of Operational Support (DOS). Core functions include requisitioning, contract management, receiving and inspection, property control, record keeping, logistical support for training at TPP, administrative support to the training team, physical verification of property and disposal of property. Within delegated authority, the Inventory and Supply Assistant will carry out the following duties:

Supply
• Monitors budget estimates, funding allocations, fund expenditures, etc., and reports on status and progress.
• Prepares requisitions and enters data to initiate requisition process.
• Obtains funding certification of requisitions from Budget section; forwards requisitions to Procurement for action; monitors and follows up on status to ensure that procurement activity is undertaken to meet required delivery timetables.
• Records contract status at all stages of process.
• Coordinates with vendors on delivery schedules.
• Ensures that Receipt and Inspection reports accurately reflect requisitioned items, and that invoices are processed by the Accounts Payable Unit.
• Provides updates on requisition status to relevant units and departments. Update information about inbound movement of goods, based on information provided by vendors and freight providers.
• Manages and maintains records of procurement thresholds for each contract.
• Maintains, updates and ensures accuracy of data in the ERP(Umoja) by recording requisition details, purchase orders and invoice actions.
• Assist in setting the necessary inventory/warehouse planning levels for safety stock and replenishment points.
• Assists in preparation of accurate and auditable statistical reports for management and draft correspondence as required.
• Coordinates logistics requirements in support of training at the United Nations Triangular Partnership Project (TPP) including coordination with vendors on mobilization and demobilization of Heavy Engineering Equipment (HEE), contract management, maintenance of log(s) on serviceability of the HEE and recording of fuel delivery.
• Compiles all requests for training material, transport and fuel, and submit them to the project
• representative for approval.
• Provides administrative support to the training team including printing of training material, video recording of training in conjunction with Humanitarian and Peace Support School (HPSS) and address emerging issues on a daily basis.
• Maintains on-site project files and records including vendor contracts, payment requests, invoices, payment status, Letters of Assist (LOA) and Host Country Agreements.
• Assists in management of petty cash receipts and expenditures
• Provides general office assistance; responds to information requests and inquiries, reviews, logs and routes incoming correspondence, set up and maintain other files/records such as attendance records; organize meetings, workshops and handle other administrative and logistics tasks.
• Supports other units within property management in the areas of receiving and inspection, property control, insurance, disposal and reporting as and when required.
• Performs other duties as required.

Inventory
• Ensures UN assets are assigned stock numbers, bar-coded, decaled and tagged as per UN guidelines.
• Conducts periodic physical inventories of UN office equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property.
• Assesses supply requirements and warehouse capabilities at new office locations/projects, to assist in start up, to prepare and consolidate asset data for handover to property control unit and to assist in budget planning for supply section commodities.
• Submits reports on physical inventories to the Chief of Section.
• Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property; enters data on all incoming expendable and non-expendable property, acquisitions, disposals, transfers, deletions and corrections.
• Collaborates in the sale of non-expendable property declared surplus or unserviceable and in the destruction of property.
• Maintains records of all sales, trade-ins, donations, destructions and write-offs approved by the Property Survey Board.
• Updates the ERP (Umoja) according to Departmental requests.
• Assists in preparing reports on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property.
• Provides administrative and technical support in managing UN-owned assets in the ERP (Umoja) and trains users on these databases.
• Performs verification and data migration of existing property or logistics unit control databases like ERP(Umoja).
• Provides training on inventory-related matters as and when required.
• Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of requisitioning within Umoja (ERP), contract management, receiving and inspection, property control, record keeping, logistical support and administrative support , physical verification of property and disposal of property. 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

A High School diploma or equivalent is required. Supplementary technical training in supply chain, property control or logistics is an advantage.

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

A minimum of five (5) years of progressively responsible experience in the field of property management, inventory control, logistics management or related field is required

Experience working with databases and manipulation of multiple data sets and data sources is required

Experience working with Enterprise Resource Planning (ERP) (SAP/UMOJA) is required

Working 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(s) advertised, fluency in oral and written English is required. Working knowledge of another UN language is an asset.

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This is a temporary Job Opening. Appointment against this position is for a duration of six (6) months, a limited duration and does not carry any expectancy, legal or otherwise, of renewal.

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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in 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.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

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.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link

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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