PROPERTY MANAGEMENT ASSISTANT

This opening expired 11 months ago. Do not try to apply for this job.

UNON - United Nations Office at Nairobi

Open positions at UNON / Open positions at UN
Logo of UNON

Application deadline 11 months ago: Tuesday 4 Apr 2023 at 23:59 UTC

Open application form

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 1,964 USD.

Salary for a G-6 contract in Nairobi

The salary of a G-6 depends on the duty station. The minimum salary there is 260,309 KES (~1,964 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

More about G-6 contracts.

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 (UN-Habitat) globally, as well as other United Nations offices in Kenya, by Providing administrative, conference and information services (www.unon.org).

This position is located in the Property Management Unit, Central Support Services, Division of Administrative Services, at Nairobi duty station. Under the supervision of the Chief, Property Management Unit. Within delegated authority, the Property Management Assistant will be responsible for the following duties:

Responsibilities 1. Plan, organize and conduct the annual physical verification exercise of property, plant and equipment in Nairobi for all agencies that have Service Level Agreements (SLAs) with UNON, as well as insurance risk management for the same. (i.) Plan and execute the physical verification exercise and conduct a findings and reconciliation exercise. (ii.) Prepare the physical verification reports for management or auditors as required. (iii) Perform an impairment review exercise for all assets based on the physical verification outcome. (iv.) Train and supervise the property control team.

2. Arrange for insurance cover for property, plant and equipment for all agencies that have Service Level Agreements (SLAs) with UNON. (i) Manage the insurance contract, follow-up on appropriate accounts to charge premium, verify the invoices and ascertain that the invoices are duly settled. (ii.) Obtain particulars of items to be insured from user units, and arrange for new or renewal of insurance covers. (iii.) Draft official correspondence and issue appropriate instructions to insurer/brokers. (iv.) Scrutinize invoices from insurers for completeness and accuracy for onward payment processing. (v.) Process insurance claims and follow up with insurer/broker for prompt settlement. (vi.) Prepare lists annually for UNEP and UN-Habitat Worldwide Vehicle Third Party Liability Insurance and process payment and reconciliation of the invoices. (vii.) Responsible for organizing and processing request for insurance bids, tabulating offers and assisting in the recommendation of selection of bid winners.

3. Maintain equipment and asset records for UNON and all agencies that have SLAs with UNON, for proper control and data accuracy. Run periodic and ad-hoc reports to ensure data validity. (i.) Check receiving and inspection reports to ensure equipment and asset records have been properly created and adequately enriched. (ii.) Assist in performing ad hoc queries on the records management system using BI (Business Intelligence) on a periodic basis and generate management reports or statistics as needed.

4. Monitor the movement of equipment within the UNON Complex and those brought out of the complex based on authorized gate passes. (i) Monitor and verify gate pass requests through the portal and ensure all attractive equipment is insured. (ii.) Update equipment movement details in the records management system upon receipt of hand-over vouchers for movement of equipment between staff members and to different locations. (iii.) Process staff clearance.

5. Assist with preparation of Property Survey Board (PSB) case reports for UNON and all agencies that have SLAs with UNON, and implement decisions of the board. (i.) Verify cases and update disposal status of equipment and assets submitted to PSB for approval. (ii.) Update equipment and asset records as per PSB recommendation and upon finalization of physical disposal. (iii.) Act as a backup for the staff member responsible for disposal.

6. Maintain a list of asset focal points, organize training as and when required and coordinate correspondence for property management related matters.

7. 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.

8. Assists with visualizations and updating information material such as web pages or brochures.

9. Any other duties that may by assigned by the Chief, Property Management Unit.

Competencies PROFESSIONALISM: Good understanding of Inventory, Receiving and Inspection, Disposal and Insurance management techniques and practices, proven analytical skills and ability to research and analyze data; 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

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.

Education Completion of high school diploma or equivalent is required.

Supplementary training in administration, inventory/supply management, insurance, or accounting 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 At least seven (7) years of progressively responsible experience in inventory management or related field is required.

Experience in conducting physical inspections of received materials and preparing related reports is required.

Experience with SAP/Umoja as it relates to services delivery and plant maintenance is required.

Experience in data analytics or related area is desirable.

Experience in United Nations administrative processes or comparable organization is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of a second official UN 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 This position is funded for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

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 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 no 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.

Added 1 year ago - Updated 11 months ago - Source: careers.un.org