Property Management Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 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 on UNOV, please visit our website: www.unov.org .

Responsibilities The incumbent will be in charge of property management (assets and equipment) verification and maintenance of related records in the UN’s Enterprise Resource Planning (ERP) system (SAP/Umoja). This includes entering receipt, classification, assignment and disposal of all UN property in Umoja 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 and the management of data and preparation of related reports.

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

• As member of a team, provide assistance to ongoing management, monitoring and control of UN property, including system entries, updates, maintenance and deactivation/deletion of records.
• Based on established criteria, determine appropriate disposal actions for UN property and prepare requests for disposal/retirement of equipment for management approval and disposal reports. Prepare and maintain case files and records submitted to the official with the delegated authority for property management and/or the Local and Headquarters Property Survey Boards (LPSB and HPSB). Update databases and information systems with records considered for sale, donation or destruction due to obsolescence.
• Perform 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 so that new entries are recorded and posted in accordance with the rules and regulations for UN property, including its verification. Maintain records of equipment assigned to staff and other UNOV/UNODC personnel.
• Follow up with UNOV and UNODC HQ property management focal points, as well as with UNODC Field Offices to ensure timely clearance of pending items related to Key Performance Indicators (KPI) on a regular basis. In close coordination with the supervisor, 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 with UN IPSAS Corporate Guidance for Property, Plant and Equipment.
• Proceed with follow-up actions to ensure timely update, clearance and completion of service notifications and equipment records based on the requests from the clients, review of the reports and statistics related to the property management for UNOV and UNODC on a regular basis.
• Provide guidance on property management related matters to UNOV and UNODC HQ, as well as UNODC Field Offices to ensure property management is performed in accordance with UN rules and regulations.
• Assist supervisor with the implementation of 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.
• Conduct physical verification exercises for all UN 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 and provide related guidance. Provide results of physical verification to the line manager and upload into Umoja in a timely manner. Ensure all working files and records are saved and available. Provide guidance for physical verification activities of property to UNOV, UNODC HQ and UNODC Field Offices, review and follow up on submitted reports.
• Assist Supervisor in providing training to staff members and guidance on work procedures, practices, established processes and requirements related to the property management. Contribute to the preparation of training materials and development of the Standard Operation Procedures related to the property management.
• Contribute to responses to audit requests regarding property management and maintain related records.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Back up other Property Management Assistants in Property Management Team during their absences, e.g., follow up with the clients, check and sign off Clearance Certificates of departing staff, and other tasks.

• Perform other work-related duties as assigned.

  Competencies - Professionalism: Has 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. Has ability to develop, maintain and operate management control systems for assets, materials, services and claims. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. 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 prerequisite, i.e. is required, 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, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience A minimum of five 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 SAP/Umoja 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 German 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 competency-based interview.

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

Appointment against this position is for an initial period of one year. Filling of this position is subject to the availability of the post.

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.

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

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.