Property Management Assistant, G6 at United Nations, Nairobi Full Time

Job Duties/Responsibilities:

• Conduct the annual physical verification exercise of property, plant and equipment in Nairobi for all agencies that have Service Level Agreements (SLAs) with UNON.
• Plan and execute the physical verification exercise and conduct a findings and reconciliation exercise.
• Prepare the physical verification reports for management or auditors as required.
• Perform an impairment review exercise for all assets based on the physical verification outcome.
• Train and supervise the property control team.
• Arrange for insurance cover for property, plant and equipment for all agencies that have SLAs with UNON.
• Manage the insurance contract, follow-up on appropriate accounts to charge premium, verify the invoices and ascertain that the invoices are duly settled.
• Obtain particulars of items to be insured from user units, and arrange for new or renewal of insurance covers.
• Draft official correspondence and issue appropriate instructions to insurer/brokers.
• Scrutinize invoices from insurers for completeness and accuracy for onward payment processing.
• Process insurance claims and follow up with insurer/broker for prompt settlement.
• Prepare lists annually for UNEP and UN-Habitat Worldwide Vehicle Third Party Liability Insurance and process payment and reconciliation of the invoices.
• Organize and process request for insurance bids, tabulating offers and assisting in the recommendation of selection of bid winners.
• Maintain equipment and asset records for UNON and all agencies that have SLAs with UNON, for proper control and data accuracy.
• Check receiving and inspection reports to ensure equipment and asset records have been properly created and adequately enriched.
• Assist in performing ad hoc queries on the records management system using BI (Business Intelligence) on a periodic basis and generate management reports or statistics as needed.
• Monitor the movement of equipment within the UNON Complex and those brought out of the complex based on authorized gate passes.
• Update equipment movement details in the records management system upon receipt of hand-over vouchers for movement of equipment between staff members and to different locations.
• Process staff clearance.
• Assist with preparation of Property Survey Board (PSB) case reports for UNON and all agencies that have SLAs with UNON, and implement decisions of the board.
• Verify cases and update disposal status of equipment and assets submitted to PSB for approval.
• Update equipment and asset records as per PSB recommendation and upon finalization of physical disposal.
• Act as a backup for the staff member responsible for disposal.
• Maintain a list of asset focal points, organize training as and when required and coordinate correspondence for property management related matters.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports.
• Assists with visualizations and updating information material such as web pages or brochures.
• Any other duties assigned by the Chief, Property Management Unit.

Qualifications:

• Completion of high school diploma or equivalent is required.
• Supplementary training in administration, inventory/supply management, insurance, or accounting is desirable.
• At least seven (7) years of progressively responsible experience in inventory management or related field is required.
• Experience in conducting physical inspections of received materials and preparing related reports is required.
• Experience with SAP/Umoja as it relates to services delivery and plant maintenance is required.
• Experience in data analytics or related area is desirable.
• Experience in United Nations administrative processes or comparable organization is desirable.
• Passing the Global General Service Test (GGST) or the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ) or other related UN organizations may be required.