Property Management Assistant

By Live Lover -

United Nations Core Values: Integrity, Professionalism, Respect for Diversity
DEADLINE FOR APPLICATIONS:  
 03 October 2012
DATE OF ISSUANCE:  
 26 September 2012
FUNCTIONAL TITLE:
Property Management Assistant
GRADE:
 GL- 5
SECTIONS UNIT:  
Property Management Section
LOCATION:  
Nairobi
VACANCY ANNOUNCEMENT NUMBER:  
 UNSOA/PROP/216/2012

DESCRIPTION and RESPONSIBILITIES
Within delegated authority, the Property Management Assistant will be responsible for the following duties:
  1. As per regular schedule/request generate accurate and auditable financial/statistics reports related to United Nation Owned Equipment (UNOE)
  2. Perform physical inspection of UNOE property at the Receiving and Inspection level upon receipt of consignment to carryout an oversight activity, including quality control monitoring .
  3. Upload/Update information collected during physical inspection of UNOE property.
  4. Verify the accuracy of the data recorded/updated and report on anomalies in accountability of UNOE in conformity with Secretariat Administrative Instructions, guidelines and mission’s standard operating procedures.
  5. Review accuracy of information to determine inventory discrepancies and prepares discrepancy reports and assists partners with the reconciliation process.
  6. Actively participate with clients on matters related to inventory discrepancy by advising them on follow up actions towards  the resolution in line with UN accountability standard. Issue follow up memos to clients as required.
  7. Maintain accurate and auditable records, of all outgoing shipments by participating in verification during loading of consignment and prepare an analysis report of each shipment against electronic data recorded in Inventory Management system.  
  8. Liaises with Property Management partners such as warehouse managers, receiving inspection unit, disposal unit etc..to facilitate implementation of the Key Performance Indicators established by Headquarters for property management.
  9. Assist with PMS activities related to write-off processes and disposal of written-off property.
  10. Assist in the receiving and inspection of materials assets and expendable and certifying the acceptance or rejection of supplies and equipment delivered to or provided to the Mission.
        11. Assist in maintaining the COE database for the accurate and timely re-imbursement of       clients.
        12. Maintain log of all Memorandum of Understanding and ensure that it is accurately maintained in the Database.
        13. Act as an integral member of the  Property Management  team.
  1. Performs other duties as tasked by Chief PMS.

COMPETENCIES
Professionalism: Observing deadlines and achieving results. Shows pride in work and in achievements; demonstrate professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; show persistence when faced with difficult problems or challenges.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; 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; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Technological Awareness: Technological Awareness - Experience in the application of information technologies to business practices and procedures that are relevant to property control, commodity management and distribution control; excellent knowledge of methodologies for database management and analysis is essential.
QUALIFICATIONS

Education: Completion of secondary school education is required.

Essential:   Skilled  in Lotus Notes database Management. Knowledge of MS Office applications, specifically data management , MS Excel , MS Access and any accounting package.
Desirable: Operation of the United Nations Electronic Inventory System (Mercury ,  Galileo and Business Objects reporting  Tool).

Experience: Five (5) years progressively responsible experience in Logistics related field, procurement or finance accounting.


Language:  Fluency in spoken and written English. Knowledge of another UN language is an asset .


Qualified candidates may submit their applications including their curriculum vitae or United Nations Personal History form (P.11) to the address mentioned below on or before the deadline.
Email: recruitment-unsoa@un.org
          Please quote;

v  Vacancy Notice Number and Functional Title in the Subject of the e-mail.
v  Index Number (for UN staff member) and attach an updated fact-sheet, and a copy of the last two performance appraisals.

Applications received after the deadline (03/10/2012) will not be considered.



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