Property Management Assistant

Result of Service

The Individual Contractors are expected to assist the Unit on a full range of Property Management issues, and be involve in the day-to-day activity, providing support to the sub-unit Supervisors and Chief of the Unit.

Work Location

Addis Ababa

Expected duration

6 month

Duties and Responsibilities

Under the direct supervision of the Chief of Property Management Unit and the oversee of the Chief of Section, the incumbent will be responsible for the following duties:  Participates in periodic physical verification and counting of equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property, to be in compliance with the Umoja process of inventory counting and controlling.  Assists in conducting and assists in preparing or retrieving and disseminating monthly, yearly, and ad hoc reports as required, including those on acquisition and surplus (damaged/obsolete) property and provision of monthly stock item balance reports to custodians.  Ensures all property equipment are bar-coded, decaled and tagged as per UN property management guidelines.  Assists in the assignment and installation of equipment to offices and staff  Assists in preparing monthly, yearly and ad hoc reports of UN property as required, including those on acquisition and surplus (damaged/obsolete)  Provides support for Assets Management regarding the acquisition and reconciling of IPSAS property items for year-end reporting.  Assist in the write-off/disposal exercise, gathering documentation, ensures compliance with the IPSAS useful life guideline; ensures items for disposal are blocked (in Umoja), stored effectively before physical disposal.  Assists in managing and maintaining a comprehensive electronic database of non-expendable property for multiple departments as well as the updated record of Property Records Custodians.  Ensure appropriate update of equipment record,  Analyses and suggests improvement to the efficient operation of Inventory Control activities,  Provide support in arranging furniture and equipment maintenance (with service contractors and/or FMS?)  Provides support in compilation of data for UNECA tangible property insurance,  Maintains a comprehensive electronic database of non-expendable UNECA property for multiple departments as well as updating records of Property Custodians.  Designs and develops spreadsheet reports and databases using various software platforms in accordance with instructions received from supervisor.  Regular update of equipment records for acquisitions, goods issue, transfers, and disposals.  Drafts routine correspondence for signature by supervisor when requested and register and file incoming correspondence.  Provides training and supervision to outsourced staff in performing physical verification and physical count tasks.  Updates and enriches the equipment record as necessary.  Keeps abreast of developments, analyzes, and suggests improvement to the efficient operation of PP&E activities.  Maintains a proper and up to date paper and electronic filing system.  Performs other duties required.

Qualifications/special skills

High School Diploma is required. Degree in the field of Procurement/Business Administration/Accounting is desired. Additional training in the area of IPSAS & Umoja on property Management and logistics front is desired. A minimum of six (6) years of progressively responsible experience in the field of Supply Chain Management, business administration/accounting or IT is required. Experience in Inventory/warehouse and Property Management is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Excellent English writing ability is a must. Knowledge of French or another official United Nations language is desired.

Additional Information

Not available.

No Fee

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.