Job
Title: Property
Control and Inventory Assistant
Organization: United
Nations Organisation Stabilization Mission in the Democratic Republic of the
Congo (MONUSCO)
Duty Station: Entebbe,
Uganda
Job Opening Number: ESB/TJO/PCIA/01/09-2020
Grade: GL-5
Reports to: Head of Premises
About UN MONUSCO:
Following the
signing of the Lusaka Ceasefire Agreement in July 1999 between the Democratic
Republic of the Congo (DRC) and five regional States (Angola, Namibia, Rwanda,
Uganda and Zimbabwe) in July 1999, the Security Council established the United
Nations Organization Mission in the Democratic Republic of the Congo (MONUC) by
its resolution 1279 of 30 November 1999, initially to plan for the observation
of the ceasefire and disengagement of forces and maintain liaison with all
parties to the Ceasefire Agreement. Later in a series of resolutions, the
Council expanded the mandate of MONUC to the supervision of the implementation
of the Ceasefire Agreement and assigned multiple related additional tasks.
Key Duties and Responsibilities: Within delegated authority, the Property
Control and Inventory Assistant – Liaison Cell will be responsible for the
following duties:
- Conducts physical inspections and quality control of mission United
Nations Property to ensure that all items are accounted for and in
serviceable condition. - Prepares and submits Receiving and Inspection (R&I) reports,
discrepancy reports, and disposal reports for the Unit Chief’s approval. - Identifies anomalies and/or discrepancies and the details thereof,
or any other reason for rejection and records in Damage Discrepancy
Reports (DDR), posted on the system and presented to the R&I
Supervisor and Procurement for immediate action. - Reviews Goods’ Receipts reports in Umoja and R&I Reports in the
electronic inventory management system. - Maintains on a daily basis accurate and auditable property records
in the electronic inventory management system for property control and
accountability in conformance with administrative instructions,
guidelines, manuals and Standard Operating Procedures (SOPs). - Updates all physical verification records and data entry in the
electronic inventory management system. - Assists stakeholders in the application of property management
policies and procedures to meet organizational standards and goals set up
in the department of Operational Support (DOS) Directives, Logistics
Support Division (LSD) Guidelines and Mission’s SOPs. - Assists in monitoring the execution of contracts for the disposal of
property and supplies, including all types of waste material. - Assists Self Accounting Units (SAUs) in preparation of equipment
write-offs and processing of write-off cases through relevant property survey
boards. - Produces Business Object reports on monthly basis and when requested
by supervisor. - Assists in drafting statements of requirements for contracts and
services for disposal. - Interacts with other property management stakeholders and providers
of services, in particular SAUs, Procurement Section, Joint Logistics
Operations Center and Local Property Survey Boards, as appropriate. - Prepares, processes and follows-up on administrative arrangements
and forms related to the official travel of staff. - Maintains files of rules, regulations, administrative instructions
and other related documentation. - Drafts routine Note Verbales (NV) and/or diplomatic documents,
submission, follow up with Ministry of Foreign Affairs (MOFA) and receipt
of response/documents on duty free clearance and transfer of ownerships of
vehicles, allocation/cancellations of red number plates for all ESB and
tenants. - Prepare NV to the Embassies requesting for visa for staff travelling
on official duties, attestation letter in case of non-representation of
Embassies in Uganda, cancellations of Passports for Human Remains
repatriation, legal issues (investigation cases) and for sale/destruction
of UN used properties.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Organisation
Stabilization Mission in the Democratic Republic of the Congo
(MONUSCO) Property Control and Inventory Assistant job opportunity
should hold a High school diploma or equivalent. Required. - At least five (5) years of progressively responsible experience in
property and inventory management, accounting, administrative services,
protocol support or other related fields is required. Three (3) year of
first-hand experience in logistics administrative and protocol support in
the UN system, Embassies or High Commissions is desirable. - Experience working in the UN Peacekeeping environment is desirable.
- Previous experience in drafting diplomatic documents is desirable.
- Languages: fluency
in oral and written English is required.
Competencies:
- Professionalism: Ability
to perform a broad range of administrative functions, e.g., inventory
accounting practices, budget/work programme, human resources, database
management, etc. Ability to maintain focus and accuracy for sustained
periods. Ability to apply knowledge of various United Nations
administrative, financial and human resources rules and regulations in
work situations. 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. - 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 audience; Demonstrates openness
in sharing information and keeping people informed - Technological Awareness: High Expertise in Information Technology and its application to
business practices and procedures, relevant to property management and
distribution control and inventory. Excellent knowledge of methodologies
for database management and analysis is essential.
NB: The
United Nations does not charge a fee at any stage of the recruitment process
(Application, interview meeting, processing, or training). The United Nations
does not concern itself with information on applicants’ bank accounts.
How to Apply:
Please note that
failure to comply with the below will render your application invalid for this
process.
- Interested and qualified applicants should submit their applications
with cover letter together with the attached United Nations Personal
History form (P-11) only. - For the online Personal History Profile (visit
https://inspira.un.org to generate a PHP) - All applications MUST indicate the MONUSCO Job Opening number for
which they are applying, on the subject line in the e-mail. e.g.
ESB/TJO/PCIA/01/09-2020 - All applicants MUST indicate the telephone number and email address
with location. Applications without telephone number and the email address
with location WILL NOT BE ACCEPTED. - Applications received after the deadline will NOT BE ACCEPTED.
- ONLY successful applicants will be contacted for WRITTEN SUBSTANTIVE
and COMPETENCY BASED ASSESSMENTS TEST. - In line with the UN policy on gender balance, FEMALE QUALIFIED
CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY.
Email details to: monusco-hrs-recruitment
un.org
NB: Please
enter the reference of the job opening in the subject line of your e-mail
(Check top of advert for job opening number). Each applicant must bear in mind
that submission of incomplete or inaccurate applications will render that
applicant ineligible for consideration for the job opening. Initial screening
and evaluation of applications will be conducted based on the information
submitted. Applications cannot be amended following submission.
Deadline: 25th September 2020
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