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.

Salary

The salary for this job should be more than 1,713 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five new strategic directions which are:

Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is located primarily in Property Management Unit of the Supply Chain Management Section within the Division of Administration. The Property Control and Inventory Assistant typically report to the section chief or the unit supervisor.

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

Supply •Receives requests and allocates approved requests for furniture, supplies and/or equipment to various departments, sections or missions. •Makes periodic surveys of departments, sections, or missions to ensure appropriate use of allocated furniture, supplies and/or equipment. •Communicates with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects. •Replenishes stock room or warehouse with furniture, supplies and/or equipment, and ensures that these items are securely and properly stored. •Advises on purchase schedules taking into account needs for anticipated replacement of, and replacement programmes for, existing supplies, furniture, and/or equipment. •Conducts receiving and inspection formalities for incoming items; makes necessary arrangements to return damaged or defective inventoried items. •Liaises with UN departments and vendors (moving companies) involved with the transfer of office furniture, items and/or equipment from outside locations. •Assists with initiating requisitions, verifying funding, performing technical evaluations, providing comparative reports of proposed bids, providing preliminary recommendations of successful bids and certifying invoices for payment within the Umoja or the Field Assets Control System (FACS). •Analyses and suggests improvement to the efficient operation of stockroom or warehouse operations. •Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information. •Assists in providing detailed specifications for new equipment acquisitions and in making suggestions for adapting existing equipment to new environs. •Assists in devising systems contract Requests For Proposals (RFPs). •Supervises staff within Unit. •Performs other duties as required.

Inventory •Assists team by initialising the accounting records for the Property Management and Inventory Control, supervising the Receiving and Inspection of all UN owned property, participating in the In-Survey of contingent owned equipment, evaluating requirements and producing initial assessments for mission budget planning for Supply Section commodities. •Develops, in close collaboration with the computer programmer, systems designs for inventory assets tracking applications including file structure, records and screen layouts; test new or modified applications for suitability to unit requirements and make recommendations for improvements. •Assists in taking physical inventories of UN property and in investigating and reconciling discrepancies. •Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines. •Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments. •Assists in preparing 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. •Assists in supervising sales and/or disposals of UN property. •Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers. •Supervises staff within Unit. •Provides training and advises to Property Record Custodians from all Departments on inventory-related matters. •Provides administrative and technical support in managing UN owned field assets or other UN owned property in relevant UN asset control databases (e.g. Field Asset Control system (FACS), Scandata, ProcurePlus, etc.) and trains users on these databases; proposes, implements and/or monitors technical or procedural changes to relevant database(s) as necessary and carries out preliminary programming and testing of those changes within the system. •Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases. •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 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.

• 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.

• 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. Must have passed the United Nations Global General Service Test (GGST) - refer to the Special Notice section for additional information.

  Work Experience Seven years of experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required.

  Languages For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official UN language is an advantage.

  Assessment Evaluation of qualified candidates may include a substantive assessment which may be followed by a competency-based interview.

  Special Notice 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. Having passed the Administrative Support Assessment Test [in English] at the United Nations Headquarters or one of the United Nations Offices Away from Headquarters (OAHs) may be accepted in lieu of the GGST.

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.

An impeccable record for integrity and professional ethical standards is essential.

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

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.

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.