Asset Management Assistant

Job Description

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Head of Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to AMISOM as part of a logistical support package. Non-lethal tactical advice and analysis is delivered by UNMAS technical advisors located in each AMISOM Sector Headquarters and at AMISOM Force Headquarters, who support AMISOM planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor.

Functional Responsibilities

The Asset Management Assistant reports to the Logistics and Asset Management Officer as his/her direct supervisor. His/Her Duties and Responsibilities include:

• Receive shipment of all Program and Contractor assets, following RIR protocol and liaising closely with Logistics and Procurement offices to ensure accurate deliveries and records;
• Ongoing monitoring and updating of computerized inventory cross-checking with physical verification;
• Prepare reports and correspondence as needed;
• Assist with the receipt and inspection of all delivered assets from contractors, suppliers in conjunction with the Logistics Assistant and under the supervision of the Asset Management Associate;
• Ensure all stored assets are securely kept, protected from elements, well-organized, and properly accounted for;
• Assistant to ensure delivery of items;
• Manage stock take of stores on a monthly basis or whenever requested by the Asset Management Associate;
• Assist with the monitoring of the safety and security of the warehouses and their compounds;
• Manage the asset database to ensure all items are correctly recorded against the correct project number and the correct documentation is supported for each item;
• Responsible for asset and inventory management of all the expendable and non-expendable items under each project in order to maintain accurate records for accountability as well as handover of equipment when appropriate;
• Ensure that a register for assets, non-expendable property and equipment for office is established and maintained/updated on an ongoing basis and the asset lists are updated monthly;
• Provide monthly reports are submitted to Asset Management Associate;
• Provide overall management, tracking, maintenance and reporting of assets and non-expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule;
• Ensure any discrepancies are fully investigated and resolved using the Loss and Damage process;
• Implement and maintain sound asset management and inventory control system in accordance with UNOPS Asset Management policy;
• Prepare Receipt and Inspection reports for all incoming equipment and supplies;
• Issue equipment and supplies and maintain updated inventory record for different sources of funding;
• Analyze and report the use of expendable items and spare parts;
• Performs other duties as assigned by supervisor.

Competencies

Integrity and Inclusion

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Leading Self and Others

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Partnering

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Results Orientation

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Agility

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Solutions Focused

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Effective Communication

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• First level university degree (Bachelor’s Degree or equivalent) in Business Administration, Supply Chain Management, Logistics, Assets Management or a related field with one (1) year of relevant experience; OR
• High school/Secondary school diploma with five (5) years of relevant experience.

Experience:

• Relevant experience is defined as experience in Business Administration, Supply Chain Management, Logistics or Asset Management;
• Computer literacy is required;
• Knowledge of UN rules and regulations is desired.

Languages

• Fluency in English (reading, writing and speaking) is required.
• Fluency in Somali (writing, reading and speaking) is required.
• Knowledge of other UN official language is desired.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA-5 (ICSC-5)
Contract duration: Ongoing ICA - Open-ended subject to organizational requirements, availability of funds and/or satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work-life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This Policy applies to UNOPS personnel on all contract types across the globe.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peace building, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

About the Organization

About us

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in more than 80 countries, UNOPS supports partners in the implementation of approximately 1,000 projects, which range from managing the construction of roads in South Sudan to building shelters in Haiti to procuring educational computers in Argentina. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects it supports.

Working with UNOPS

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We’re looking for creative, results-focused professionals with skills in many disciplines, from project management, to procurement, infrastructure, finance and human resources. The work we do is fulfilling and offers opportunities for professional and personal development.

Watch this video to learn more about working with UNOPS

Diversity

With over 6,000 personnel spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce as a means of better understanding and addressing the needs of our partners, and continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates. Moreover, the vast majority of our personnel are nationals, working in their own country and developing local capacity.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options, such as flexi-time, compressed work schedules and telecommuting. This policy applies to UNOPS personnel on all contract types across the globe.