Posting Title:PROPERTY MANAGEMENT ASSISTANT, FS4 (Temporary Job Opening)Job Code Title:PROPERTY MANAGEMENT ASSISTANTDepartment/Office:United Nations Support Office in SomaliaDuty Station:MOGADISHUPosting Period:23 March 2023 - 06 April 2023Job Opening Number:23-Property and Asset Management-UNSOS-203711-J-Mogadishu (M)Staffing ExerciseN/A
Org. Setting and Reporting
This position is located in Mogadishu for the United Nations Support Office in Somalia (UNSOS). The incumbent will report to the Chief Central Warehouse.
• Assists the Supervisor with planning of the property management operations, monitor progress through statistical analysis of database records and monthly progress reports for the Unit;
• Assist with monitoring ongoing operations of the Unit, undertaking regular site visits of field mission offices and carry out physical inspections and verification of UN property;
• Liaise with the Self Accounting Units, Procurement Section and Movement Control Section at the mission on matter related to Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property;
• Assist with 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 mission in conformance with Administrative Instructions, LDS/DFS guidelines and mission Property Management standard operating procedures;
• 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;
• Process all incoming shipments through Umoja and prepare Receiving and Inspection reports on both Umoja and Galileo Inventory Management System;
• Monitors the Galileo Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately;
• Assist with preparation of periodic performance reports in line with the LSD quarterly reporting regime, review and ensure accuracy of data;
• Assists in preparation of accurate and auditable statistical reports for management in missions and LSD/DFS and draft correspondence, as required;
• Assists the Chief of the Unit in compilation and drafting the 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 implement solutions to problematic areas related to Property Management.
• Assist with the maintenance of the fixed assets register by recording information related to fixed assets, ensure accuracy and integrity of property records;
• Ensure accurate tracking of existing fixed assets, implement and monitor the periodic physical verification process;
• Assist with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensure timely submission as per the LSD Guidelines.
• Performs other duties as required.
Professionalism: Shows pride in work and in achievements; ability to 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.
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.
High school diploma or equivalent is required.
A minimum of 6 years of experience in the field of property management, inventory control, logistics management or related field is required.
Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.
Experience in working with SAP and ERP System is desirable.
Experience in assets management is desirable.
English and French are the working languages of the United Nations Secretariat. Fluency in English (both oral and written) is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
• This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
United Nations Considerations
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. 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.
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.
THE 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.