PROPERTY MANAGEMENT ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting These positions are located in the United Nations Stabilization Mission in the Democratic Republic of Congo in Bunia and Beni duty stations in the Supply Chain Management Services/Centralized Warehouse Section/Integrated Warehouse Unit. The Property Management Assistant will report to the Chief of Unit or Section.

Responsibilities - The Property Management Assistant will assist the Chief of Unit/Section on management of all the property operations of the field mission or in specific discipline (Receiving and Inspection, Warehousing, Property Control and Inventory, Property Disposal).

• Assists the Supervisor with planning of the property management operations, monitor progress through statistical analysis of database records and monthly progress reports for the Unit.

• Implements the ongoing operations of the Unit, undertaking regular site visits of field mission offices and carries out physical inspections and verification of UN property.

• Liaises with the Technical Sections of SDS and ORMS, Procurement Section and Movement Control Section at the mission on matter related to Inventory Control, Receiving and Inspection, warehousing and Disposal activities of UN Property.

• Implements plans for proper disposal of hazardous waste, of written-off property and of some commodities representing a risk to the environment, in order to avoid any pollution or contamination.

• Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property at mission in conformance with Administrative Instructions, LD/OSCM/DOS guidelines and mission Property Management standard operating procedures.

• Provides technical support in the utilization and enhancement, as required, of the established business intelligence and management tools to monitor and evaluate the overall progresses of the Mission’s property management.

• Processes all incoming shipments through the UMOJA ERP and prepare Receiving and Inspection reports on the UMOJA Inventory Management System.

• Monitors the UMOJA Inventory Management and Control database, ensuring anomalies and discrepancies are identified, reconciled and documented in Discrepancy Reports and addressed immediately.

• Prepares periodic performance reports in line with the LD/OSCM/DOS quarterly reporting regime, reviews and ensures accuracy of data.

• Prepares accurate and auditable statistical reports for management in missions and LD/OSCM/DOS and drafts correspondence, as required.

• Provides support in compilation and drafting Standard Operating Procedures (SOP) and flow charts relating to all aspects of Property Management activities within the context of the overall mandate of the Unit, including terms of reference and job descriptions for the Staff in the Unit.

• Identifies issues and implements solutions to problematic areas related to Property Management.

• Assists with the maintenance of the fixed assets register by recording information related to fixed assets, ensures accuracy and integrity of property records.

• Ensures accurate tracking of existing fixed assets, implements and monitors the periodic physical verification process.

• Assists with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures timely submission as per the LD/OSCM/DOS Guidelines.

• Performs other duties as required.

  Competencies Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., work programme, database management, etc.); Extensive knowledge, regarding the application of financial and staff regulations and rules; Possesses the skills and ability to analyze and interpret financial data; Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems; Familiarity with all of the unit's business operations and objectives; High level of commitment in order to ensure the proper use of the unit's financial resources; 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.

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.

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.

Education High school diploma or equivalent is required. Secondary school, technical school, university and other courses and training programmes relating to the work is an advantage.

Work Experience A minimum of 8 years of experience in the field of property management, inventory control, warehousing, logistics management or related field is required.

Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.

Experience in database administration such as SAP may be an asset.

Languages English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in oral and written English is required.

Assessment Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

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.