PROPERTY MANAGEMENT ASSISTANT

Senior Logistics & Procurement

Overview

Assist in managing property operations for UN liquidation entity

You have:

• High school diploma or equivalent is required.
• A minimum of six (06) years in the field of property management, inventory control, logistics management or related field is required.
• Fluency in English (both oral and written) is required. Knowledge of French is desirable.
• 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 is desirable.

Contract

This is a FS-4 contract. This kind of contract is known as Field Service. It usually requires 6 years of experience, depending on education. More about FS-4 contracts and their salaries.

Org. Setting and Reporting

The position is within the Liquidation Entity the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), in Bamako. The Property Management Assistant reports to the Chief of Unit or Section. The Property Management Assistant at this level assists the Chief of Unit/Section on management of all the property operations of the liquidation entity or in specific discipline (Receiving and Inspection, Property Control and Inventory, Property Disposal). The incumbent efficiently and effectively assists the chief of the Unit or Section in the management of property, receiving, controlling, and the disposal of UN property in the liquidation entity.

Responsibilities

Within delegated authority, the Property Management Assistant will be responsible for the following duties: • 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; • Assist with the implementation of ongoing activities of the Unit, undertaking regular site visits of the liquidation entity offices and carry out physical inspections and verification of UN property; • Liaise with the Technical Units, Procurement Section and Movement Control Section at the liquation entity on matter related to Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property; • Assist with proper disposal of hazardous waste, of written-off property and of some commodities representing a risk to the environment, to avoid any pollution or contamination. • Maintain accurate and auditable records, in both hard and electronic format, for accountability of UN Property at the liquidation entity in conformance with Administrative Instructions, OPPFB and OSCM guidelines and liquidation entity Property Management standard operating procedures; • Assist the Chief of Unit/Section in the utilization and enhancement, as required, of the established business intelligence and management tools to monitor and evaluate the overall progresses of the liquidation entity’s property management; • Process all incoming shipments through Umoja and prepare Receiving and Inspection reports in Umoja; • Responsible for the Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately; • Assist with preparation of periodic performance reports in line with the OPPFB and OSCM quarterly reporting regime, review and ensure accuracy of data; • Assist in preparation of accurate and auditable statistical reports for management in the liquidation entity and the Headquarters and draft correspondence, as required; • Assist the Chief of Unit/Section in compilation and drafting the 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; • Identify issues and implement solutions to problematic areas related to Property Management. • Maintain the fixed assets register by recording information related to fixed assets, ensure accuracy and integrity of property records; • Ensure accurate tracking of existing fixed assets, implement and monitor the periodic physical verification process; • Assist with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensure timely submission as per the OPPFB Guidelines. • Performs other duties as required

Competencies

Professionalism: Knowledge of the regulatory framework governing the disposal of property during liquidation of an operation. Analytical capacity and business process management and project development skills. Ability to apply analytical skills in a wide range of statistics on logistics and property management support operations and formulate proposals for corrective actions. 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. 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

• A minimum of six (06) years the field of property management, inventory control, 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 is desirable.

Languages

French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required. Knowledge of French is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is temporarily available within the Liquidation entity of MINUSMA until 31 March 2025, subject to budget approval. 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. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: careers.un.org