Responsibilities


Within delegated authority, the Property Management Assistant will be responsible for the following duties:
Assist in receiving all deliveries of mission supplies.
Conduct physical inspections and quality control of United Nations Property to ensure that all items are accounted for and in serviceable condition.
Interacts with other property management stakeholders and... providers of services, in particular Technical Units, Procurement Section, Joint Logistics Operations Center, and Local Property Survey Boards, as appropriate.
Prepares and submits Receiving and Inspection (R&I) reports, discrepancy reports, and disposal reports for the unit chief’s approval.
Identifies anomalies and/or discrepancies and the details thereof, or any other reason for rejection and record in Damage Discrepancy Reports (DDR), posted on the system and presented to R&I supervisor and Procurement for immediate action.
Processes Goods Receipt reports and R&I Reports in Umoja Inventory Management System.
Maintains on daily basis accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals, and SOPs.
Updates all physical verification records and data entry in the Umoja Inventory Management system.
Assists stakeholders in application of property management policies and procedures to meet organizational standards and goals set up in the DFS Directives, LSD Guidelines, and mission's SOPs.
Produces reports monthly and when requested by supervisor.
Drafts statements of requirements for contracts and services for disposal.
Assists in monitoring the execution of contracts for the disposal of property and supplies, including all types of waste material.
Assists Technical Units in preparation of equipment write-offs and processing of write-off cases through relevant property survey boards.
Assists in carrying out Board of Survey as and when required.
Prepares statistical analysis and trend analysis on United Nations property.
Supervises, trains, and provides guidance to the team members.
Reviews reports and makes recommendations.
Performs other duties, as required.


Education


High school diploma or equivalent is required.


Job - Specific Qualification


Certification in Property Management is desirable.


Work Experience


A minimum of five (5) years of progressively responsible experience in the field of property management, inventory control, logistics, procurement, or other related fields is required.
The minimum year of experience is reduced to three (3) years for the candidates who possess a first-level university degree or higher. more

Responsibilities

Within delegated authority, the Contracts Management Officer is responsible for the following duties:

Plans and manages all contractual aspects of a procurement project; establishes and maintains work programme and schedules for on-going contracts and newly planned ones.
Tracks and monitors contractor database and works with technical sections to create and submit bid... documents and contract amendments to procurement on time.
Supports the development and implementation of operational plans, standard operating procedures (SOPs), initiatives and projects relating to contract compliance and performance management.
Supports the procurement process including providing input to statement of works/requirements (including articulation of performance standards and Key Performance Indicators, assists in the development of technical evaluation criteria, provides guidance during contract drafting.
Develops a quality assurance plan to provide a systematic method to monitor contract performance.
Participates in the development of contract risk assessments and risk management plans, including mitigating measures.
Develops contract compliance checklists and implementation plans.
Participates in the assessment of contractor performance, including advice and action to address instances of poor performance and/or non-compliance with contractual obligations.
Initiates contract close outs including identifying, documenting and disseminating best practices and lessons learned and securing the final contractor performance assessment.
Ensures the enforcement of UN contracts in consultation with the Mission, Procurement and UN Headquarters stakeholders, as appropriate.
Liaises with other departments, including the Procurement, in relation to claims and disputes, demanding specific performance, claiming against warranties, and other contractual remedies.
Within the terms and conditions of the contract, works towards resolution of conflicts or performance issues arising in cases of poor performance and/or non-compliance with contractual obligations.
Drafts relevant audit responses on contract management related issues, as required.
Drafts formal communications as required.
Maintains electronic and hard-copy files and records to ensure proper accountability.
Supervises and monitors performance indicators for UN personnel within the Section, as required.
Performs other related duties as required.

Competencies

Professionalism: Knowledge of contract management and public procurement principles. 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.
Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

Advanced university degree (Master’s degree or equivalent) in business administration, public administration, engineering, law or related field is required.
A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible experience in supply chain, project/contract management, logistics support and/or procurement of global service contracts is required.
Experience in managing support services in support of or in a field operation of the United Nations Common System or a comparable international organization is desirable.
Contracts Management experience working in a United Nations Common System field operation or similar international organizations or non-governmental organization in a conflict or post-conflict setting is desirable.
Experience in management of contracts for services, goods and works to ensure contract implementation through ERP is desirable.

Languages

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

This position is located in the Property Management Unit of the Performance Management Section of the United Nations Support Office in Somalia (UNSOS), duty station Nairobi. The incumbent efficiently and effectively manages property management support operations within the entire asset life cycle (receiving, controlling, disposal and financial reporting) of UN property in the Mission. The... incumbent reports to the Chief, Property Management Unit or her/his designate.
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 Commodity Managers (technical units), Procurement, Movement Control Unit, Centralized Warehouse Unit and other stakeholders at the mission on matters related to Assets, Equipment, Plant, 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 (BI) tools to monitor and evaluate the overall progresses of the Mission’s property management and related key performance indicators (KPIs) and report to technical units / stake holders for underperformance areas and take necessary actions whenever required.
Monitor all incoming shipments and take part in physical inspection along with Receiving and Inspection unit and commodity managers (technical units) to ensure correct items received and processed in Umoja.
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 aligned with Property Management Manual, IPSAS Policy Framework, 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, and 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 by Chief, Performance Management Section.

Competencies

PROFESSIONALISM: Demonstrated knowledge and exposure to a substantive field of work in the areas of supply chain management, in particular property management, procurement, inventory management, warehousing and logistics processes. Proven analytical skills in Business Intelligence, property management key performance indicator’s including the ability to analyze data, develop recommendations for under-performance areas, as well as review and edit the work of others. An ability to apply various United Nations rules, regulations, policies and guidelines in work situations. Ability to develop and apply supply chain management procedures and programs. Ability to use judgment in applying technical expertise to resolve complex and/or sensitive issues. 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.
ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required. For the candidates who possess a first level of university degree, the minimum year of relevant experience is reduced to five (5) years.

Job - Specific Qualification

Diploma or certification in supply chain management and fixed asset management is desirable.
Training in logistics and supply chain management or other relevant field, sound knowledge of international logistics operations and supply chain management is desirable
Training in inventory and asset management is desirable;

Work Experience

A minimum of ten (10) years of progressively responsible experience in the area of property, asset management, and inventory control is required.
Experience with MRP (Materials Requirements Planning) and/or ERP (Enterprise Resource Planning), e.g., SAP ECC (ERP Central Component) or SRM (Supplier Relationship Management) is Desirable.
Proficiency in utilization of computer applications such as Business Intelligence Tool (BI) to track and update the asset database is desirable.
Occasional official trips to the mission locations in Somalia may occur therefore experience in providing logistics and supply chain services in a conflict or post conflict environment is desirable.

Languages

English and French are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required. more

Competencies

Professionalism - Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Demonstrated initiative and ability to apply... good judgment in the context of assignments given. 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; Amounts of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary.
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.
Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

Advanced university degree (Master's degree or equivalent) in law or relevant specialized field of law. A first level university degree in law combination with relevant qualifying experience in law may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five (5) years of progressively responsible professional experience in law, including legal analysis, research and writing is required.
Experience working in a legal office in peacekeeping missions and related international organizations in conflict or post-conflict settings is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. more

Competencies
PROFESSIONALISM: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. Knowledge of contract law and expertise in handling complex contract issues. Knowledge of quantitative methods to measure supplier capacity systems and ability to identify... sources of supply, market trends and pricing. Ability to shape and influence agreements with requisitioning units and vendors. Ability to apply technical expertise to resolve a range of issues/problems. 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. A technical or vocational certificate in business or public administration, commerce, engineering, law, or related fields is required.
Job - Specific Qualification
Professional certification by an internationally recognised procurement certifying authority (CIPS Level 4 or equivalent) is required.
Work Experience

A minimum of ten (10) years of progressively responsible experience in procurement, contract management, contract administration or related area is required. The minimum years of relevant work experience is reduced to five (5) years for candidates who possess a first level university degree.
A minimum of three (3) years of experience in conducting international tender exercises is desirable.
Experience in public sector procurement or related administrative processes and procedures is desirable.
Experience in the use of procurement modules in Enterprise Resource Planning (ERP) systems is desirable.
Experience working in procurement process and procedures in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies funds and programmes), or other similar international organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. more