Property Management Officer, Mombasa, Kenya At United Nations Support Office in Somalia


Closing date: Thursday, 24 August 2023

Posting Title: PROPERTY MANAGEMENT OFFICER, FS6

Job Code Title: PROPERTY MANAGEMENT OFFICER

Department/Office: United Nations Support Office in Somalia

Duty Station: MOMBASA

Posting Period: 10 August 2023 – 24 August 2023

Job Opening Number: 23-Property and Asset Management-UNSOS-215711-F-Mombasa (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThis position is located in Supply Chain Management, Central Warehouse Section, within United Nations Support Office in Somalia( UNSOS) with duty station in Mombasa. The incumbent will report to the Chief, Central Warehouse.

Responsibilities

Within delegated authority, the Property Management Officer will be responsible for the following duties: – Plans the property management support operations, monitors progress through statistical analysis of database records and monthly progress reports for the Unit; – Monitors ongoing operations of the Unit, undertaking regular site visits of field mission offices and carries out physical inspections and verification of UN property; – Liaises with the Technical Units, Procurement, Movement Control Unit, Centralized Warehouse Unit at the mission on matter related to Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property; – Plans and supervises proper disposal of hazardous waste, of written-off property and of some commodities representing a risk to the environment, in order to avoid any pollution or contamination; – 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, DOS guidelines and mission Property Management standard operating procedures; – Ensures proper 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 and related performance indicators; – Processes all incoming shipments through Umoja and prepares Receiving and Inspection reports; – Monitors Umoja data repository and fixed asset registry, ensuring anomalies are identified in Discrepancy Reports and addressed immediately; – Prepares periodic performance reports in line with the DOS and DMSPC quarterly reporting regime, review and ensure accuracy of data; – Prepares accurate and auditable statistical reports for management in missions, DOS and DMSPC, and drafts correspondence, as required; – Drafts 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; – Identifies issues and implements solutions to problematic areas related to Property Management; – Ensures proper maintenance of the fixed assets register by recording information related to fixed assets, ensures accuracy and integrity of property records; – Ensures accurate tracking of existing fixed assets, implements and monitors the periodic physical verification process; – Prepares and verifies periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures timely submission as per the DOS and DMSPC Guidelines. – Performs other duties as required.

CompetenciesProfessionalism: Knowledge of Property Management Ability to manage logistics operations. 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. 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. 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.

EducationHigh school diploma or equivalent is required.

Job – Specific QualificationCertification in Enterprise Resources Planning based applications such as SAP is desirable Relevant training in SAP (ERP) logistics execution (LES), inventory management (IM) and warehousing modules (WM) or equivalent is desirable. Training and proficiency in computer applications relevant to asset management and familiarity with database management is desirable.

Work ExperienceA minimum of ten (10) years of progressively responsible professional and supervisory level experience in the area of property management, inventory control, logistics management or related field is required. The minimum years of relevant experience is reduced to five (5) years for the candidates who possess a first-level university degree. Experience with United Nations-system financial and property management policies and practices, as well as financial regulations and rules is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.

AssessmentPreviously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special NoticeThis “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

United Nations ConsiderationsAccording 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. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 FeeTHE 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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