This position is located in the Property Management Unit, Supply Chain Management Section, Office of the Director, Division of Administration (DoA) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Property Management Officer works under the direct supervision of the Chief of Supply Chain Management section and the overall directive of the Director of Division of Administrative.
Responsibilities
Within delegated authority and under the overall supervision of the Chief, Supply Chain Management Section, the Property Management Officer will be responsible for the following duties:
• Plans the property management operations, monitors progress through statistical analysis of database records and monthly progress reports for the Unit;
• Monitors ongoing operations of the Unit and regular site visits to the warehouses and other storage locations, including physical inspections and verification of UNECA property;
• Responsible for the overall reporting, including periodic physical verification of and disposal of assets held at the SROs;
• Assist with the analysis and monitoring of the effectiveness and execution of asset control procedures in ECA and its Sub-Regional offices (SROs) to ensure compliance with the Financial Regulations and Rules of the United Nations;
• Liaises with the Self Accounting Units, Procurement Section and Security and Safety Section at ECA on matters related to Inventory Control, Receiving and Inspection as well as Disposal activities of UNECA Property;
• Plans regularly 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;
• Ensures timely and effective acquisition planning for corporate goods and services, whose acquisition has been centralized within SCMS (furniture, office equipment, commercial services, catering etc.), including the contract management of any resulting long-term contracts/agreements;
• Manage the contracts of commercial services on the compound.
• Oversees the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property at ECA in conformity with Administrative Instructions, Logistics Division (LD)/Department of Operational Support (DOS) guidelines and ECA Property Management standard operating procedures;
• Align the Unit’s priorities with the Strategic Guidance and Performance Management Framework on the Management of Property issued by Global Asset Management Policy Service (GAMPS);
• Ensures proper utilization and enhancement, as required, of the established business intelligence and management tools to monitor and evaluate the overall progress of UNECA’s property management activities;
• Formulate user requirements for IT systems in support of materials management and supply chain activities (link between Acquisition Plan and Warehousing activities), including contributing to the development of ECA-specific Key Performance Indicators (KPIs), dashboards, Business Intelligence reports and ensure integrated and automatic reporting solutions;
• Oversees the incoming shipments and ensures they are processed through Umoja and ensure timely preparation of Receiving and Inspection reports in Umoja;
• Monitors UNECA inventory, ensuring that anomalies are identified in discrepancy reports and addressed immediately;
• Oversees the preparation of periodic performance reports in line with the Office of Supply Chain Management (OSCM/DOS) quarterly performance report, reviews and ensures accuracy of data entered in Umoja;
• Prepares accurate and auditable statistical reports for management and the LD/DOS and draft correspondence, as required;
• Oversees the compilation and drafting of relevant Standard Operating Procedures (SOPs) and flow charts relating to all aspects of Property Management activities within the context of the overall mandate of the Section/Unit, including terms of reference and job descriptions for the Staff in the Unit;
• Identifies issues and implement solutions to problematic areas related to Property Management;
• Oversees the maintenance of capitalized and non-capitalized fixed assets by recording information related to Property, Plant & Equipment (PPE), ensures accuracy and integrity of property records in accordance with the IPSAS Policy Framework and related policies and procedures;
• Ensures accurate tracking of existing PP&E assets, implements and monitors the periodic physical verification process;
• In collaboration with the Budget & Finance Section, prepares and verifies periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), including reconciliation of discrepancies, and ensures timely submission as per OSCM Guidelines;
• Ensures timely response/implementation of audit queries and/or recommendations related to property management; that an effective support organization for the inventory management system and internal controls for UNECA property is sustained;
• Support and provide inputs to the risk profiling and implementation of risk mitigation measures in relation to property/inventory management, ensure timely implementation of audit queries and/or recommendations, and maintenance of effective inventory management system and internal controls for UNECA property;
• Act as the administrative officer for the section.
• Performs other duties as required.
Competencies
Professionalism: Ability to manage a diverse range of property management services; analytical capacity and proven business process management and project development skills; expert knowledge of the UN Financial Regulations and Rules; demonstrated expertise in logistics/supply chain management; 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.
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.
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.
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 the audience. Demonstrates openness in sharing information and keeping people informed.
Education
An advanced university degree (Master’s or Doctorate degree, or equivalent) in business administration, logistics management, supply chain management or related fields is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five (5) years of progressively responsible experience in property
management, property control, logistics, supply chain management or related area required.
Experience in utilizing an ERP system for asset management and reporting is required.
Experience working in property management in an international organization is required.
Experience in property management performance monitoring and reporting is required.
Experience in IPSAS accounting is desirable .
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Established by the Economic and Social Council (ECOSOC) of the United Nations (UN) in 1958 as one of the UN's five regional commissions, ECA's mandate is to promote the economic and social development of its member States, foster intra-regional integration, and promote international cooperation for Africa's development.
Made up of 54 member States, and playing a dual role as a regional arm of the UN and as a key component of the African institutional landscape, ECA is well positioned to make unique contributions to address the Continent’s development challenges.
ECA’s strength derives from its role as the only UN agency mandated to operate at the regional and subregional levels to harness resources and bring them to bear on Africa's priorities. To enhance its impact, ECA places a special focus on collecting up to date and original regional statistics in order to ground its policy research and advocacy on clear objective evidence; promoting policy consensus; providing meaningful capacity development; and providing advisory services in key thematic fields.
ECA’s thematic areas of focus are as follows:
· Macroeconomic Policy
· Regional Integration and Trade
· Social Development
· Natural Resources
· Innovation and Technology
· Gender
· Governance
ECA also provides technical advisory services to African governments, intergovernmental organizations and institutions. In addition, it formulates and promotes development assistance programmes and acts as the executing agency for relevant operational projects.
Specialized regional advisory services and meaningful capacity development support to member States is provided in the following priority areas:
· Promotion of industrialization
· Design and implementation of macroeconomic policy
· Design and articulation of development planning
· Supporting mineral resources contract negotiations
· Promoting the proper management of natural resources for Africa’s transformation
