Responsibilities
Within delegation of authority the Property Control and Inventory Assistant performs the following duties: Participates in receiving all deliveries of mission supplies. Conducts physical inspections and quality control of mission United Nations Property to ensure that all items are accounted for and in serviceable condition Interacts with property management stakeholders and providers of services, in particular Self-Accounting Units, Procurement Section, Joint Logistics Operations Center, and Local Property Survey Boards, as appropriate; Prepares and submits Receiving and Inspection (R&I) reports, discrepancy reports, and disposal reports for the unit chief’s approval; Follows this up with taking rectification action on the discrepancy reports. Assists stakeholders with application of property management policies and procedures to meet organizational standards and goals set up in DMSPC, DOS and other related UNHQ directives, LD Guidelines and missions’ SOPs. Monitors and prepares property management key performance indicator (KPI) quarterly reports for submission to the Global Asset Management Policy Service (GAMPS). On a daily basis maintains accurate and auditable property records in the electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and SOPs. Carries out 100% verification of assets including annual physical inspection of fixed/PP/capitalized assets. Identifie inventory discrepancies and monitors reconciliation process. Ensures asset and inventory records are reported monthly, and analyzed, identifying corrective actions and adjusted where necessary whilst ensuring any actions taken are supported with sufficient documentation/information. Monitors asset records to ensure proper tracking mechanisms and the correctness of financial data with regards to useful life and depreciation. Establishes robust mechanisms for data quality, as well as monitoring and reporting on corporate and mission KPIs. Prepares case presentations for review by the Local Property Survey Boards (LPSB). Conduct spot checks of stock materials, identify the high value stock cards for proper inventory valuation and participate in joint inspections; Drafts statements of requirements for contracts and services for disposal; Assists in monitoring the execution of contracts for the disposal of property and supplies, including all types of waste material; Assists SAUs in preparation of equipment write-offs and processing of write-off cases through relevant property survey boards. Assists in carrying out Board of Survey as and when required. Prepares statistical analysis and trend analysis on United Nations property; Serve as the mission focal point for all Property Management related reporting. Implement and monitor the annual impairment review process and the resulting adjustments in accounting entries. Any other duties as assigned by the Chief of Section/Unit.
Competencies
Professionalism: 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 and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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
Certificate or diploma in computers like Microsoft office applications is desirable
Work Experience
A minimum of seven (7) years of progressively responsible experience in the field of property management, inventory control, logistics, procurement, or other related fields is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. A minimum of three (3) years working experience in the UN system is required.
Languages
English and French are the working languages of the United Nations. For the position advertised, fluency in English and Arabic (both oral and written) is required. 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.