Job Opening

Posting Title: SENIOR PROPERTY CONTROL AND INVENTORY ASSISTANT, G7
Job Code Title: SENIOR PROPERTY CONTROL AND INVENTORY ASSISTANT
Department/Office: United Nations Office at Nairobi
Duty Station: NAIROBI
Posting Period: 12 September 2022 - 26 October 2022
Job Opening Number: 22-Property and Asset Management-UNON-188872-R-Nairobi (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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). The incumber will report to and support the Chief, PMU in the overall running of the Unit. Within delegated authority, the Senior Property Management Assistant will be responsible for the following duties:

Responsibilities

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;
6. Identify issues and propose solutions to problematic areas of the asset control process;
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.
24. 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.
25. Assists with visualizations and updating information material such as web pages or brochures.
26. Perform other duties as required.

Competencies

PROFESSIONALISM: Knowledge of Inventory, Receiving and Inspection, Disposal and Insurance management techniques and practices, proven analytical skills and ability to research and analyze data; The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 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

Completion of high school diploma or equivalent is required. Supplemental training in in property control and inventory or related field 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

A minimum of ten (10) years of progressively responsible experience in property management, logistics management, asset management, inventory control and management, supply chain management or related field is required.

Experience working with IPSAS, database administration, international operations and the UN enterprise resource planning system is required.

Experience working in Enterprise Resource Planning (ERP) (SAP/UMOJA), SAP Business Intelligence (BI), Power Bl is required.

Experience supporting more than one entity or multiple clients simultaneously is required.

Experience in property management performance monitoring and reporting is desirable.

Five (5) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in oral and written English is required. Knowledge of another UN official language is desirable.

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

Appointment against this post is for an initial period of one year and may be subject to extension. The 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.

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 form, 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

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