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||PROPERTY CONTROL AND INVENTORY ASSISTANT, FS5
|Job Code Title:
||PROPERTY CONTROL AND INVENTORY ASSISTANT
||United Nations Mission in the Republic of South Sudan
||15 December 2017 – 29 December 2017
|Job Opening Number:
||17-Property and Asset Management-UNMISS-89845-R-Juba (M)
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.
This position is located in the United Nations Mission in South Sudan (UNMISS), Juba. Juba is classified in the “E” category and as a non-family duty station. The Property Control and Inventory Assistant to the Chief of Unit or Property Control and Inventory Officer. The incumbent assists the Chief of Unit/Section in the management of Property Control operations and other related property management operations.
1. Assists the Supervisor with planning of the property management operations, monitors progress through statistical analysis of database records and monthly progress reports for the Unit.
2.Monitors ongoing operations of the Unit. undertaking regular site visits of field mission offices and carries out physical inspections and verification of UN property.
3. Liaises with the Self Accounting Units, Procurement Section and Movement Control Section at the mission on matters related to Inventory Control.
4. Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property at the mission in conformance with Administrative Instructions. Logistic Support Division (LSD)/Department of Field Service (DFS) guidelines and mission Property Management standard operating procedures.
5. Assists in the utilization and enhancement, as required, of the established business intelligence and management tools to monitor and evaluate the overall progresses of the Mission’s property management.
6. Monitors the Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately.
7. Prepares periodic performance reports in line with the LSD quarterly reporting regime, reviews and ensures accuracy of data.
8. Prepares accurate and auditable statistical reports for management in missions and LSD/DFS and drafts correspondence as required.
9. Assists the Chief of the Unit in compilation and drafting the Standard Operating Procedures (SOP) and (low charts related 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. Supervises and evaluates performance of staff.
10. Identifies issues and implements solutions to problematic areas related to Property Management.
11. Assists with the maintenance of the fixed assets register by recording information related to fixed assets ensures accuracy and integrity of property records.
12. Ensures accurate tracking of existing fixed assets, implements and monitors the periodic physical verification process.
13. Assists with the preparation and verification of periodic International Public Sector Accounting Standards (IPSAS) financial reports on Property Plant,& Equipment (PP&E) and Inventory (year-end reports monthly reports) ensures timely submission as per the LSD Guidelines.
14. Performs other duties as required.
Professionalism:Good knowledge of property control programme goals and objectives; thorough knowledge of inspections and verifications of property; knowledge of property management and UN rules, regulations and procedures; ability to work independently in managing difficult, and time sensitive situations as well as conflicting priorities; proven
analytical and evaluative skills. 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 group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts responsibility for team shortcomings.
Planning & 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.
High school diploma/Certificate required. Technical or vocational certificate in logistics, transportation, supply management, business administration or related fields is a requiredt.
Minimum of 8 years of experience in the field of property management, inventory control, logistics management two of which include progressive responsible experience in either business administration, property management, logistics, auditing, database systems or related field required. Experience in working with IPSAS, database administration, international operations, working in relevant fields in UN field missions and/or exposure to the UN enterprise resource planning system (Umoja) desirable. Knowledge of Galileo Information Management System, Umoja Enterprise Resource Planning (ERP) system and Microsoft Word, Excel is a desirable
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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