Property Control and Inventory Assistant [temporary] at United Nations Office at Nairobi (UNON)

Responsibilities

This position is located within the United Nations Office Nairobi (UNON), Property Management Unit. The position also entails support to the United Nations Triangular Partnership Project (TPP) for Rapid Deployment of Enabling Capabilities for peacekeeping, under the Department of Operational Support (DOS). Core functions include requisitioning, contract management, receiving and inspection, property control, record keeping, logistical support for training at TPP, administrative support to the training team, physical verification of property and disposal of property. Within delegated authority, the Inventory and Supply Assistant will carry out the following duties: Supply

•  Monitors budget estimates, funding allocations, fund expenditures, etc., and reports on status and progress.
•  Prepares requisitions and enters data to initiate requisition process.
•  Obtains funding certification of requisitions from Budget section; forwards requisitions to Procurement for action; monitors and follows up on status to ensure that procurement activity is undertaken to meet required delivery timetables.
•  Records contract status at all stages of process.
•  Coordinates with vendors on delivery schedules.
•  Ensures that Receipt and Inspection reports accurately reflect requisitioned items, and that invoices are processed by the Accounts Payable Unit.
•  Provides updates on requisition status to relevant units and departments. Update information about inbound movement of goods, based on information provided by vendors and freight providers.
•  Manages and maintains records of procurement thresholds for each contract.
•  Maintains, updates and ensures accuracy of data in the ERP(Umoja) by recording requisition details, purchase orders and invoice actions.
•  Assist in setting the necessary inventory/warehouse planning levels for safety stock and replenishment points.
•  Assists in preparation of accurate and auditable statistical reports for management and draft correspondence as required.
•  Coordinates logistics requirements in support of training at the United Nations Triangular Partnership Project (TPP) including coordination with vendors on mobilization and demobilization of Heavy Engineering Equipment (HEE), contract management, maintenance of log(s) on serviceability of the HEE and recording of fuel delivery.
•  Compiles all requests for training material, transport and fuel, and submit them to the project
•  representative for approval.
•  Provides administrative support to the training team including printing of training material, video recording of training in conjunction with Humanitarian and Peace Support School (HPSS) and address emerging issues on a daily basis.
•  Maintains on-site project files and records including vendor contracts, payment requests, invoices, payment status, Letters of Assist (LOA) and Host Country Agreements.
•  Assists in management of petty cash receipts and expenditures
•  Provides general office assistance; responds to information requests and inquiries, reviews, logs and routes incoming correspondence, set up and maintain other files/records such as attendance records; organize meetings, workshops and handle other administrative and logistics tasks.
•  Supports other units within property management in the areas of receiving and inspection, property control, insurance, disposal and reporting as and when required.
•  Performs other duties as required.

Inventory

•  Ensures UN assets are assigned stock numbers, bar-coded, decaled and tagged as per UN guidelines.
•  Conducts periodic physical inventories of UN office equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property.
•  Assesses supply requirements and warehouse capabilities at new office locations/projects, to assist in start up, to prepare and consolidate asset data for handover to property control unit and to assist in budget planning for supply section commodities.
•  Submits reports on physical inventories to the Chief of Section.
•  Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property; enters data on all incoming expendable and non-expendable property, acquisitions, disposals, transfers, deletions and corrections.
•  Collaborates in the sale of non-expendable property declared surplus or unserviceable and in the destruction of property.
•  Maintains records of all sales, trade-ins, donations, destructions and write-offs approved by the Property Survey Board.
•  Updates the ERP (Umoja) according to Departmental requests.
•  Assists in preparing reports on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property.
•  Provides administrative and technical support in managing UN-owned assets in the ERP (Umoja) and trains users on these databases.
•  Performs verification and data migration of existing property or logistics unit control databases like ERP(Umoja).
•  Provides training on inventory-related matters as and when required.
•  Performs other duties as required.

Competencies

PROFESSIONALISM: Knowledge of requisitioning within Umoja (ERP), contract management, receiving and inspection, property control, record keeping, logistical support and administrative support , physical verification of property and disposal of property. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

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.

Education

• A High School diploma or equivalent is required. Supplementary technical training in supply chain, property control or logistics is an advantage.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

• A minimum of five (5) years of progressively responsible experience in the field of property management, inventory control, logistics management or related field is required
• Experience working with databases and manipulation of multiple data sets and data sources is required
• Experience working with Enterprise Resource Planning (ERP) (SAP/UMOJA) is required
• Working experience with an international or multilateral organization or NGO is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in oral and written English is required. Working knowledge of another UN language is an asset.