Responsibilities

Within delegated authority, the Property Management Officer will be responsible for the following duties: – Plans the property management support operations, monitors progress through statistical analysis of database records and monthly progress reports for the Unit; – Monitors ongoing operations of the Unit, undertaking regular site visits of field mission offices and carries out physical inspections and verification of UN property; – Liaises with the Technical Units, Procurement, Movement Control Unit, Centralized Warehouse Unit at the mission on matter related to Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property; – Plans and supervises 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 the mission in conformance with Administrative Instructions, DOS 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 and related performance indicators; – Processes all incoming shipments through Umoja and prepares Receiving and Inspection reports; – Monitors Umoja data repository and fixed asset registry, ensuring anomalies are identified in Discrepancy Reports and addressed immediately;

– Prepares periodic performance reports in line with the DOS and DMSPC quarterly reporting regime, review and ensure accuracy of data; – Prepares accurate and auditable statistical reports for management in missions, DOS and DMSPC, and drafts correspondence, as required; – Drafts 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 implements solutions to problematic areas related to Property Management; – Ensures proper maintenance of the fixed assets register by recording information related to fixed assets, ensures accuracy and integrity of property records; – Ensures accurate tracking of existing fixed assets, implements and monitors the periodic physical verification process; – Prepares and verifies periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures timely submission as per the DOS and DMSPC Guidelines. – Performs other duties as required.

Competencies

Professionalism: Knowledge of Property Management Ability to manage logistics operations. 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. Planning and 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

High school diploma or equivalent is required.

Job – Specific Qualification

Certification in Enterprise Resources Planning based applications such as SAP is desirable Relevant training in SAP (ERP) logistics execution (LES), inventory management (IM) and warehousing modules (WM) or equivalent is desirable. Training and proficiency in computer applications relevant to asset management and familiarity with database management is desirable.

Work Experience

A minimum of ten (10) years of progressively responsible professional and supervisory level experience in the area of property management, inventory control, logistics management or related field is required. The minimum years of relevant experience is reduced to five (5) years for the candidates who possess a first-level university degree. Experience with United Nations-system financial and property management policies and practices, as well as financial regulations and rules is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.