SENIOR PROPERTY CONTROL AND INVENTORY ASSISTANT
Job Opening
Job Opening ID: 224012
Job Network : Logistics, Transportation and Supply Chain
Job Family : Property and Asset Management
Category and Level : General Service and Related Categories, G-7
Duty Station : NEW YORK
Department/Office : Department of Safety and Security
Date Posted : Jan 12, 2024
Deadline : Jan 25, 2024

Org. Setting and Reporting
The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.

The Security and Safety Service is responsible for providing security to delegates, staff, visiting dignitaries and other visitors. This position is located in the Supply Unit, Security and Safety Services New York. The incumbent reports to the Associate Supply Officer.

This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.

For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/
Responsibilities
1) Assist the Administrative Unit in exercising supervisory control over the functions carried out within DSS:
-Coordinate day-to-day operations of the Unit.
2) Provide assistance in the analysis of the effectiveness of asset/equipment control procedures in UNHQ
-Ensure that accurate and auditable records, in both hard and electronic format, are maintained for property control and accountability in conformance with Secretariat Administrative Instructions, Property Management Guidelines and Standard Operating Procedures.
-Monitor accuracy of statistics maintained in Umoja, ensuring anomalies are identified and addressed immediately.
-Identify issues and propose solutions to problematic areas of the asset control process.
-Act as focal point of the equipment data for UN DSS NY.
-Maintain and update information collected during physical inspection in Umoja.
-Review compilation of inventory discrepancies, prepare discrepancy reports, advise relevant substantive office and monitor that the associated reconciliation process is conducted by the equipment focal point.
-Provide support and assist in the certification, acceptance/rejection of Receipt and Inspection/Discrepancy reports for all goods availed of through vendor(s) or contractor(s), under local and international contracts.
3) Supervise the overall receipt and inspection of goods on a daily basis.
-Take responsibility for maintenance of accurate and comprehensive Receiving and Inspection (R&I) physical inspections and relevant data entry into Umoja as well as and the manual and electronic R&I registers.
-Perform quality control monitoring on physical inspections conducted by R&I staff.
-Coordination with relevant substantive offices to ensure that goods received and inspected are in accordance with the requested specifications
-Review and verify delivery documentation and through Procurement Section liaise with vendors on discrepancies
-Solve problems related to shortages, damages and missing equipment.
-Ensure that serialized equipment received are bar coded according to UN procedures
-Liaise with all substantive offices to receive and dispose of written-off items as per the recommendations of the OIC or Local Property Survey Board (LPSB) or Headquarters Property Survey Board (HPSB), whichever is applicable.
-Initiate the timely submission of insurance claims to the insurance representative.
-Prepare correspondences to insurance companies and act as focal point for all matters related to insurance for Property Plant and Equipment
Competencies
Professionalism: Knowledge of relevant United Nations, or other similar large international organization, rules and regulations, of budgetary and administrative procedures, policies and particular, inventory and control guidelines; knowledge of general procedures, policies and directive, in particular, inventory and control guidelines. knowledge of Inventory Management database module in UMOJA; ability to organize and summarize data and information required for a variety of reports, etc.; Ability to develop, maintain and operate management control systems for assets, materials, services and claims; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems 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. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders.

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.

Communication: Speaks and writes clearly and effectively-Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication, tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or equivalent.
Job – Specific Qualification
Not available.
Work Experience
A minimum of ten (10) years of progressively responsible experience in property management, logistics management, asset management, inventory control and management, supply chain management or related field is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.

Experience working with IPSAS, database administration and international operations is required.

Experience working in Enterprise Resource Planning (ERP) (SAP/UMOJA), SAP Business Intelligence (BI), Power Bl is required.

Experience supporting more than one entity or multiple clients simultaneously is required.

Experience in property management performance monitoring and reporting is desirable.

Experience with extraction, processing and analysis of data is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position advertised, fluency in oral and written English is required. Knowledge of another UN official language is desirable.