PROPERTY MANAGEMENT ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in the Property Management Team, General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Property Management and Supply Chain Officer and the overall guidance of the Chief, General Support Section.

For more information, visit the UNOV/UNODC website: www.unov.org.

Responsibilities The incumbent will be in charge of assets and equipment verification and input in the in-house Enterprise Resource Planning (ERP) system. This includes entering receipt, classification, assignment and disposal of the property in the in-house SAP/Umoja system based on International Public Sector Accounting Standards (IPSAS). In addition, the incumbent will assist in the maintenance, development of enhancements/modifications and acceptance testing of the Umoja Asset Management system.

Within limits of assigned authority, the Property Management Assistant will be responsible for the following duties:

• Perform monitoring and control of UN property, including system entries, updates, maintenance and deactivation/deletion of records.
• Prepare and maintain case files and records submitted to the delegation of authority holders for property management and/or the Local and Headquarters Property Survey Boards (LPSB and HPSB). Update the databases and generate tables with records considered by sale, donation or destruction due to obsolescence.
• Maintain records of equipment assigned to the staff.
• Oversee the processing of equipment items received daily by UNOV/UNODC, screen and classify equipment/items for inclusion and input into Umoja. Check deliveries and assign barcodes for new equipment. Maintain and update Umoja on new entries to be recorded and posted in accordance with the rules and regulations for property and its verification.
• Render advice on property management related matters to clients.
• Based on established criteria, determine appropriate disposal actions for equipment and prepare requests for retirement of equipment for management approval and disposal reports.
• Issue and review reports and statistics related to the property management for UNOV and UNODC on a regular basis. Proceed with the follow up actions to ensure timely update, clearance and completion of equipment records.
• Assist in the review and analysis of the data related to the property management, reconcile the data from the different sources, make proposals on optimization of the processes and resolving the issues. Integrate data related to the property management to provide more effective responses to interrelated needs, focusing on use cases that add value for stakeholders.
• Professionally manage data as a strategic asset. Improve tools to organize, analyse and share data.
• Contribute to decision making based on best available evidence, provide sound integrated policy advice. Identify opportunities to better support stakeholders with a proactive response to their needs
• Assist in the review and analysis of the Dashboards developed for the property management performance monitoring and reporting, i.e. Property Management Performance Reports, Property Management Quality Checks. Coordinate follow up actions within the Property Management Team, with UNOV and UNODC HQ focal points, as well as with UNODC Field Offices to ensure timely follow up and clearance of pending items. Review Key Performance Indicators (KPI) on a regular basis and discuss results for UNOV and UNODC with client offices and propose actions to address underperformance with a view to reaching KPI targets, in line with the Strategic Guidance and Performance Framework on the Management of Property issued by UNHQ, as well as UN IPSAS Corporate Guidance for Property, Plant and Equipment.
• Contribute to the development and improvement of the processes related to the property management, considering KPI targets. Work in close collaboration with UNOV, UNODC HQ and UNODC Field Office counterparts to ensure that the processes are followed efficiently.
• Contribute to the improvement of the property management by continuing to implement the Strategic Guidance and Performance Framework on the Management of Property in compliance with the International Public Sector Accounting Standards (IPSAS) policy, financial rules and regulations as well as processes and procedures promulgated by UNHQ.
• Contribute to the development of the Standard Operation Procedures related to the property management.
• Coordinate and conduct physical verification exercises for the property, issue corresponding reports for UNOV and UNODC. Carry out physical verifications and check assignment of property. Investigate and reconcile discrepancies. Coordinate corrections when necessary. Ensure physical verifications are conducted and finalized timely. Provide results of physical verification to the line manager and upload into the system in a timely manner.
• Provide guidance for physical verification activities of property to UNOV, UNODC HQ and UNODC Field Offices and review submitted reports.
• Provide oversight and guidance to UNODC Field Offices to ensure property management is performed in accordance with UN rules and regulations.
• Ensure that the Asset Management System is properly maintained and functioning reliably. Monitor accuracy of data and set up queries on demand.
• Provide training to staff members and guidance on work procedures, practices, established processes and requirements related to the property management. Contribute to the development of the innovative solutions for meetings and trainings, facilitating more inclusive deliberations and access to the materials. Assist in the preparation of training materials.
• Contribute to responses to audit requests regarding property management and maintain related records.
• Support the regular update of UNOV and UNODC property management pages on the UN Vienna Client Support Portal, the intranet (i-Seek) and other internal communication sources, making respective data available and reachable to staff at large.
• Ensure all working files and records are saved and available.
• Back up the Inventory and Supply Assistant during absences, e.g., check and sign off Clearance Certificates of departing staff, issue Property passes, and other work related tasks.

• Perform other work-related duties as assigned.

  Competencies - Professionalism: Demonstrates effectiveness in developing supply contracts, plans, policies, procedures and programmes. Demonstrates fiscal awareness and responsibility. Knowledge of relevant UN rules and regulations, of budgetary and administrative procedures policies and directives, and in particular of inventory and control guidelines, directives and procedures. Has knowledge of IPSAS. Ability to develop, maintain and supervise management control systems for assets, materials, services and claims. Strong analytical skills. 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; operated 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.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors on-going developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

  Education High school diploma or equivalent is required.

  Job - Specific Qualification Passing the Global General Service Test (GGST) is a required prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Having passed the Administrative Support Assessment Test in English at the United Nations headquarters, ECA, ESCA, UNOG, UNOV, ICTR or ICTY may be accepted in lieu of the GGST.

Work Experience A minimum of seven years of relevant work experience in property management, inventory, logistics, procurement, warehousing, administrative services or related area is required.

Work experience with an ERP system is required.

Work experience with an SAP system is desirable.

Work experience with analytical dashboards is desirable.

Work experience using IPSAS is desirable.

Experience with preparing training materials and delivering trainings is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Knowledge of German is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee 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.