This position is located primarily in Property Management Unit of the Supply Chain Management Section within the Division of Administration. The Property Control and Inventory Assistant typically report to the section chief or the unit supervisor.

Responsibilities

Within delegated authority, the Property Control and Inventory Assistant will carry out the following duties:

Supply

• Receives requests and allocates approved requests for furniture, supplies and/or equipment to various departments, sections or missions.
• Makes periodic surveys of departments, sections, or missions to ensure appropriate use of allocated furniture, supplies and/or equipment.
• Communicates with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects.
• Replenishes stock room or warehouse with furniture, supplies and/or equipment, and ensures that these items are securely and properly stored.
• Advises on purchase schedules taking into account needs for anticipated replacement of, and replacement programmes for, existing supplies, furniture, and/or equipment.
• Conducts receiving and inspection formalities for incoming items; makes necessary arrangements to return damaged or defective inventoried items.
• Liaises with UN departments and vendors (moving companies) involved with the transfer of office furniture, items and/or equipment from outside locations.
• Assists with initiating requisitions, verifying funding, performing technical evaluations, providing comparative reports of proposed bids, providing preliminary recommendations of successful bids and certifying invoices for payment within the Umoja or the Field Assets Control System (FACS).
• Analyses and suggests improvement to the efficient operation of stockroom or warehouse operations.
• Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information.
• Assists in providing detailed specifications for new equipment acquisitions and in making suggestions for adapting existing equipment to new environs.
• Assists in devising systems contract Requests For Proposals (RFPs).
• Supervises staff within Unit.
• Performs other duties as required.

Inventory

• Assists team by initializing the accounting records for the Property Management and Inventory Control, supervising the Receiving and Inspection of all UN owned property, participating in the In-Survey of contingent owned equipment, evaluating requirements and producing initial assessments for mission budget planning for Supply Section commodities.
• Develops, in close collaboration with the computer programmer, systems designs for inventory assets tracking applications including file structure, records and screen layouts; test new or modified applications for suitability to unit requirements and make recommendations for improvements.
• Assists in taking physical inventories of UN property and in investigating and reconciling discrepancies.
• Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines.
• Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments.
• Assists in preparing a variety of monthly, yearly and ad hoc inventory reports of UN property as required, including those on surplus (damaged/obsolete) non-expendable UN property, on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property, etc.
• Assists in supervising sales and/or disposals of UN property.
• Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers.
• Supervises staff within Unit.
• Provides training and advises to Property Record Custodians from all Departments on inventory-related matters.
• Provides administrative and technical support in managing UN owned field assets or other UN owned property in relevant UN asset control databases (e.g. Field Asset Control system (FACS), Scandata, ProcurePlus, etc.) and trains users on these databases; proposes, implements and/or monitors technical or procedural changes to relevant database(s) as necessary and carries out preliminary programming and testing of those changes within the system.
• Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases.
• Performs other duties as required.

Competencies

• Professionalism: Demonstrates effectiveness in developing supply contracts, plans, policies, procedures and programmes. Demonstrates fiscal awareness and responsibility. Knowledge of relevant UN rules and regulations, of budgetary and administrative procedures policies and directives, and in particular of inventory and control guidelines, directives and procedures. Ability to develop, maintain and supervise management control systems for assets, materials, services and claims. Strong analytical 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.
• 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. Must have passed the United Nations Global General Service Test (GGST) - refer to the Special Notice section for additional information.

Work Experience

• Seven years of experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required.

Languages

• For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official UN language is an advantage.

Assessment

• Evaluation of qualified candidates may include a substantive assessment which may be followed by a competency-based interview.