Associate Property Management Officer
Org. Setting and Reporting
This position is located in the United Nations Mission in South Sudan (UNMISS), Juba. Juba is classified in the “E” category and as a non-family duty station. The Associate Property Management reports to the Chief Property Disposal Unit under Warehouses and Commodity Management Section.
Within limits of delegated authority, the Associate Property Management Officer will be responsible for the following duties:
- Assists with planning the property management operations, monitors progress through statistical analysis of database records and monthly progress reports for the Unit;
- Monitors ongoing operations of the Unit, the regular site visits of field mission offices and 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;
- Assists with planning of the 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;
- Ensures 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, LDS/DFS 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 activities;
- Ensures that incoming shipments are processed through Umoja and Receiving and Inspection reports are prepared in both Umoja and Galileo Inventory Management System; Monitor the Galileo Inventory Management database, ensuring that anomalies are identified in Discrepancy Reports and addressed immediately;
- Assists with the preparation of periodic performance reports in line with the LSD quarterly reporting regime, review and ensure accuracy of data;
- Prepares accurate and auditable statistical reports for management in missions and LSD/DFS and draft correspondence, as required;
- Assists with the compilation and drafting Standard Operating Procedures (SOP) and flow charts relating to all aspects of Property Management activities within the context of the overall mandate of the Section/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.
- Assists with the maintenance of the fixed assets register by recording information related to fixed assets, ensure accuracy and integrity of property records;
- Ensures accurate tracking of existing fixed assets, implement and monitor the periodic physical verification process;
- Assists 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 require
Professionalism – Good knowledge of property control programme goals and objectives; Thorough knowledge of inspections and verifications of property; Knowledge of property management and UN rules, regulations and procedures; Ability to work independently in managing difficult, and time sensitive situations as well as conflicting priorities; Proven analytical and evaluation skills; 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.
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.
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.
Advanced University degree (masters or equivalent) in Business Administration, Logistics Management, Supply Chain Management or related field. A first-level university degree with 2 additional years of experience may be accepted in lieu of the advanced university degree.
- A minimum of 2 years of progressively responsible experience in property management, property control, and asset management is required.
- Proven experience in property disposal operations/activities is required.
- Experience in support services and logistics/supply management is desirable.
- Experience gained in military or UN field operations is desirable.
French and English are the working languages of the UN Secretariat. For this post, 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.