ONU Carrière recruits 01 Property management assistant
ONU Carrière
NAIROBI, KENYA
vacance de poste
Intitulé publication: PROPERTY MANAGEMENT ASSISTANT, G6
Intitulé code d’emploi: PROPERTY MANAGEMENT ASSISTANT
Département / Bureau: Office des Nations Unies à Nairobi
Lieu d’affectation: NAIROBI
Période de candidature: – 04 avril 2023
No de l’appel á candidature: 23-Property and Asset Management-UNON-201864-R-Nairobi (R)
Staffing Exercise N/A
Valeurs fondamentales de l’ONU: intégrité, professionnalisme, respect de la diversité
Cadre organisationnel
The United Nations Office at Nairobi (UNON) is the United Nations headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other United Nations offices in Kenya, by Providing administrative, conference and information services (www.unon.org).
This position is located in the Property Management Unit, Central Support Services, Division of Administrative Services, at Nairobi duty station. Under the supervision of the Chief, Property Management Unit. Within delegated authority, the Property Management Assistant will be responsible for the following duties:
Responsabilités
1. Plan, organize and conduct the annual physical verification exercise of property, plant and equipment in Nairobi for all agencies that have Service Level Agreements (SLAs) with UNON, as well as insurance risk management for the same.
(i.) Plan and execute the physical verification exercise and conduct a findings and reconciliation exercise.
(ii.) Prepare the physical verification reports for management or auditors as required.
(iii) Perform an impairment review exercise for all assets based on the physical verification outcome.
(iv.) Train and supervise the property control team.
2. Arrange for insurance cover for property, plant and equipment for all agencies that have Service Level Agreements (SLAs) with UNON.
(i) Manage the insurance contract, follow-up on appropriate accounts to charge premium, verify the invoices and ascertain that the invoices are duly settled.
(ii.) Obtain particulars of items to be insured from user units, and arrange for new or renewal of insurance covers.
(iii.) Draft official correspondence and issue appropriate instructions to insurer/brokers.
(iv.) Scrutinize invoices from insurers for completeness and accuracy for onward payment processing.
(v.) Process insurance claims and follow up with insurer/broker for prompt settlement.
(vi.) Prepare lists annually for UNEP and UN-Habitat Worldwide Vehicle Third Party Liability Insurance and process payment and reconciliation of the invoices.
(vii.) Responsible for organizing and processing request for insurance bids, tabulating offers and assisting in the recommendation of selection of bid winners.
3. Maintain equipment and asset records for UNON and all agencies that have SLAs with UNON, for proper control and data accuracy. Run periodic and ad-hoc reports to ensure data validity.
(i.) Check receiving and inspection reports to ensure equipment and asset records have been properly created and adequately enriched.
(ii.) Assist in performing ad hoc queries on the records management system using BI (Business Intelligence) on a periodic basis and generate management reports or statistics as needed.
4. Monitor the movement of equipment within the UNON Complex and those brought out of the complex based on authorized gate passes.
(i) Monitor and verify gate pass requests through the portal and ensure all attractive equipment is insured.
(ii.) Update equipment movement details in the records management system upon receipt of hand-over vouchers for movement of equipment between staff members and to different locations.
(iii.) Process staff clearance.
5. Assist with preparation of Property Survey Board (PSB) case reports for UNON and all agencies that have SLAs with UNON, and implement decisions of the board.
(i.) Verify cases and update disposal status of equipment and assets submitted to PSB for approval.
(ii.) Update equipment and asset records as per PSB recommendation and upon finalization of physical disposal.
(iii.) Act as a backup for the staff member responsible for disposal.
6. Maintain a list of asset focal points, organize training as and when required and coordinate correspondence for property management related matters.
7. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
8. Assists with visualizations and updating information material such as web pages or brochures.
9. Any other duties that may by assigned by the Chief, Property Management Unit.
Compétences
PROFESSIONALISM: Good understanding of Inventory, Receiving and Inspection, Disposal and Insurance management techniques and practices, proven analytical skills and ability to research and analyze data; 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 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; 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.
Formation
Completion of high school diploma or equivalent is required.
Supplementary training in administration, inventory/supply management, insurance, or accounting is desirable.
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.
Expérience professionnelle
At least seven (7) years of progressively responsible experience in inventory management or related field is required.
Experience in conducting physical inspections of received materials and preparing related reports is required.
Experience with SAP/Umoja as it relates to services delivery and plant maintenance is required.
Experience in data analytics or related area is desirable.
Experience in United Nations administrative processes or comparable organization is desirable.
Connaissances linguistiques
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of a second official UN language is desirable.
NOTE: « Fluency equals a rating of « fluent » in all four areas (read, write, speak, understand) and » Knowledge of » equals a rating of’ confident » in two of the four areas.
Méthode d’évaluation
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Notice spéciale
This position is funded for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.
The position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do no receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira « Need Help? » link.
Charte des Nations Unies
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s’entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu’il entrave la bonne marche du service, est présenté comme une condition d’emploi ou crée au lieu de travail un climat d’intimidation, d’hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l’importance d’un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l’Organisation à l’accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l’Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d’instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d’accueil de leur compte Inspira.
Les candidatures feront l’objet d’une évaluation et d’un examen préalables sur la base des informations soumises conformément aux critères d’évaluation de l’avis de vacance de poste et aux dispositions législatives internes applicables de l’Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l’Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l’objet d’une attention particulière pour s’assurer de l’exactitude des renseignements qu’ils ont fournis dans leur candidature.
Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.
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