Property Control and Inventory Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in the Inventory Control unit, General Support Services (GSS), Division for Management (DM), UNOV. The incumbent will work under the direct supervision and the overall guidance of the Chief, General Support Section. This temporary position is expected to be available for a period of one year until 14 February 2022.

For more information on UNOV, please visit: www.unov.org (or www.unodc.org).

Responsibilities As part of the Inventory Control Unit, the Inventory and Supply Assistant will be in charge of asset verification and input in the Umoja system (SAP) based on IPSAS standards, including receipt, classification, assignment and disposal. In addition, s/he assists in the maintenance, development of enhancements/modifications and acceptance testing of the Umoja Asset Management system.

Within limits of delegated authority, the Inventory and Supply Assistant will be responsible for the following duties:

•Perform the control of inventoried goods; entry into the system, update maintenance and deletion where pertinent. •Prepare and maintain records of cases submitted to the Property Survey Board (PSB). Update the databases and generate tables with records considered by sale, donation or destruction due to obsolescence. •Maintain records for equipment assigned to the staff. •Issue reports of the inventory exercise for UNOV and UNODC HQ as well as UNODC Field Offices. Coordinate corrections when necessary. •Render advice on inventory related matters. •Oversee the processing of equipment/items received daily by UNOV/UNODC, screen and classify equipment/items for inclusion and input into Umoja. Check deliveries and assign barcodes for new equipment. Maintain and update Umoja on new entries to be recorded and posted in accordance with GSS standards for inventory and verification. •Coordinate and conduct physical inventory verifications of non-expendable equipment, attractive and group items, and issues corresponding reports. Carry out sensitive physical inventory verifications and checks assignment of properties. •Based on established criteria, determine appropriate disposal action for equipment, trade-in, donation or retirement. Prepare requests for retirement of equipment for management approval and disposal reports. •Provide oversight and guidance to UNODC Field Offices to ensure asset management is performed in accordance with UN Secretariat Rules. •Provide guidance for and coordinate physical inventory verifications of non-expendable equipment, attractive and group items and reviews corresponding reports of UNODC Field Offices. Ensure sensitive physical inventory verifications are conducted. •Prepare reconciliation reports, statistics and quarterly reports and tasks related spreadsheets for insurance purposes. •Ensure that the Asset Management System is properly maintained and functioning reliably. Monitor accuracy of data and set up queries on demand. •Train staff members and explain work procedures, practices or requirements. •Back up the Inventory and Supply Assistant during absences such as checking and signing off Clearance Certificates of departing staff. •Supervise staff within his/her unit. •Perform other work related duties as assigned.

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 in particular 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.

•Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operated 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.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the 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 on-going 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. Post-secondary education in the field of business administration, economics or a similar field is an asset.

Work Experience A minimum of seven years of relevant working experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services or related area is required.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Knowledge of German is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice This position is temporarily available until 14 February 2022. Filling of this temporary vacancy and actual duration is subject to availability of the post and funding.

If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

This job opening is advertised to fill a temporarily vacant position during the absence of the regular incumbent. The regular incumbent is entitled to return to this position at the expiry of the temporary vacancy period. If the regular incumbent exercises the right to return, the appointment or temporary assignment or promotion of the candidate selected for this job opening will not be renewed or extended.

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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

Other Skills and Requirements 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 after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test [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.

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.