Property Management Assistant
Organizational Context
The United Nations Secretariat, specifically the Economic Commission for Africa in Addis Ababa, seeks an Individual Contractor to assist the Property Management Unit. This role supports sub-unit supervisors and the Chief of the Unit in managing property and day-to-day activities, contributing to efficient operations.
Job Purpose
The Property Management Assistant will provide comprehensive support to the Property Management Unit, assisting with a full range of property management issues and daily activities. This role is crucial for maintaining accurate inventory records, ensuring compliance with UN property management guidelines, and supporting asset management processes. The incumbent will contribute to the efficient operation of inventory control, assist with asset acquisition, disposal, and reporting, and help maintain electronic databases. This position directly supports the Chief of Property Management Unit and the Chief of Section, ensuring the integrity and accuracy of the organization's property assets.
Responsibilities
Key responsibilities include conducting periodic physical verification and counting of equipment to ensure accuracy against records and compliance with Umoja processes. The role involves assisting in the preparation and dissemination of monthly, yearly, and ad hoc reports on property, including acquisitions and surplus items. Ensuring all property is bar-coded, decaled, and tagged according to UN guidelines is essential. The assistant will support the assignment and installation of equipment, aid in asset management for IPSAS property items, and assist with the write-off and disposal of assets, ensuring compliance and proper documentation. Maintaining a comprehensive electronic database of non-expendable property and updating records of Property Custodians are also core duties. The role includes analyzing and suggesting improvements for inventory control, supporting furniture and equipment maintenance, and compiling data for insurance purposes. Additionally, the assistant will design spreadsheet reports, update equipment records for all transactions, draft routine correspondence, and provide training and supervision to outsourced staff for physical verification tasks.
Work Experience
A minimum of five years of progressively responsible experience in Supply Chain Management, business administration, accounting, or IT is required. Experience in Inventory/warehouse and Property Management is desired. The role involves managing electronic databases, preparing reports, and ensuring compliance with property management guidelines.
Skills
Proficiency in property management, inventory control, and asset management. Experience with UN property management guidelines, Umoja, and IPSAS. Strong database management and reporting skills using various software platforms. Excellent English writing and communication abilities. Ability to analyze and suggest operational improvements. Experience in training and supervising staff.