Property Management Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

1. The Property Management Unit (PMU) within the UNVMC Supply Chain Pillar is responsible for the accuracy of UMOJA, through providing oversight and independent verification of data in the system. PMS provides general oversight and coordinates with the Account Holders to ensure that UN rules and regulations on Property Management including IPSAS guidelines are followed.
2. PMU is responsible of ensuring that all the Fixed Assets deployed in the mission are subject to a 100 % physical verification at least once a year. This involves the ongoing physical checking of all UNOE to ascertain their location, equipment assignment and physical and technical condition. SAU technical staff will be incorporated into teams deployed for physical verification of Fixed Assets, and to ensure that individual accountability for each item has been maintained.
3. In terms of overall accountability, the Property Management Unit (PMU) shall function in a monitoring and accounting capacity, as well as providing support and guidance in respect to compliance with UN established policies, procedures and IPSAS guidelines. PMU shall be responsible for accounting or adjusting entries, maintaining auditable records and for monitoring the accuracy and integrity of information pertaining to the Fixed Assets, as well as identifying and reporting on discrepancies.
4. The UNV-Claim Assistant is doing some functionality which is different and well assigned for the segregation of duties and responsibilities between the PMU staffs, all of the roles and task given to Claims Assistant are duly assigned and never been performed by any staff from PMU in order to follow the UN Financial Rules and Regulations in performing task of Property Management with regards to UMOJA roles and segregation of duties, we identified this task assigned to specific person to avoid conflict of interest with regards to UMOJA roles between PMU staff.

Under the direct supervision of the Chief, Property Management Team the UN Volunteer will be responsible for the following duties:

• Prepares and presents cases to the Local Property Survey Board (LPSB) and Claims Review Board (CRB), provides clarifications and information to the Board(s) when requested, and follows up on actions and recommendations made by the committee(s). • Prepares and disseminates recommendations and approval of LPSB and CRB or Head of the Mission/Delegated Authority to concerned parties for actions – follow-up on actions to be taken. • Provides support in management of Claims activities in field missions, ensuring effective and efficient operation. • Reviews all claims for death and disability benefits; Evaluates Claims reports in connection with national legislation under which the entitlement is claimed, casualty reports from missions, medical reports, and death or disability certificates. • Reviews, investigates, and collects additional information on third party compensation claims arising from traffic accidents involving uninsured UN-Vehicles and claims arising from UN occupancy of premises, and other evidence concerning traffic accidents to facilitate a determination on the responsibility of the organization. • Reviews and analyzes compensation claims, and documentation received from other sources (Local Police, staff members and/or third-party claimants or their lawyers), in connection with loss or damage of property. • Provides support in analyzing documentation concerning loss of life, physical injury and loss/damage to property and records claims by category. • Manages staff-initiated accident and incident reports, relevant security reports and damage discrepancy reports (DDR) for review by LPSB and actively follows up with Security and Transport Section to ensure that reports submitted are accurate and timely. • Coordinates and reviews the work of the Unit staff involved in routine claims verification and processing, providing guidance, basic interpretations of policies, and training as needed to ensure timely and accurate processing; • Acts as the liaison with clients, the appropriate Administration, the advisory Board on Compensation Claims, Medical Services, Security Service, Medical Insurances, Personnel Service, Finance Section; • Reviews supporting documents attached to claims, e. g., invoices, Receiving and Inspection Reports, Board of Inquiry reports and Letters of Assist to verify accuracy and reasonableness while ensuring that UN Rules and Regulations and financial authorities are complied with • Oversees work related to documentation and provision of briefings and guidance to Board of Surveys and Local Property Survey Board. • Maintains contact with Security and Liaison Sections/Vehicle Insurance Companies representatives/Third parties and Headquarters CRB in connection with claims cases involving UN properties/members for their discussion and finalization. • Follows-up on cases with third party insurance representatives and relevant Offices as and when required. • Prepares and reviews Administrative Write-off cases (AW) and corresponding summaries and supporting documents, verify accuracy and reasonableness while ensuring that UN Rules and Regulations are complied with; ensures that that all documentation is promptly submitted, and case files correctly established. • Updates Accidents/Incident database and facilitates the monitoring of any repetitive misconduct. • Manages and updates the Umoja System and Write Off and Disposal databases related to PSB cases. • Prepares reports and maintains statistics pertaining claims and write-off cases • Performs other related work as required

• Professionalism • Accountability • Teamwork • Client orientation

Administration, Logistics, Finance, Claims or Business Management area, or other relevant programmes; experience with Finance is an asset, as is experience working in the UN or other international development organization. • Willing to travel in different location without problem with any type of mobilization. • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment. • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines. • Required: valid national driver’s license and proven ability to drive manual gear 4x4 over rough terrain; (if not applicable, delete) • Sound security awareness.

Colombia is a unique country, and UNVMC is a unique (humanitarian) operation. Bogota is a family duty station classified as A by ICSC and it provides an exciting and enriching environment but also requires a mature level of cultural awareness and more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility, the ability, and willingness to live and work in harsh and potentially hazardous conditions involving physical hardship and little comfort are essential.