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 United Nations Interim Administration Mission in Kosovo (UNMIK), Pristina. Under the supervision of the Property Management Officer, the incumbent is responsible for overall management activities of the Property Management, ensuring proper implementation of property management procedures, in compliance with IPSAS procedures and finance rules and regulations while guiding, monitoring, and advising the relevant units in order to ensure full implementation of them within the Mission.

Responsibilities

• Conducts physical inspections and quality control of mission United Nations Property to ensure that all items are accounted for and in serviceable condition. • Interacts with other property management stakeholders and providers of services, Self-Accounting Units (SAUs), Procurement Section, Central Warehouse Unite, and Local Property Survey Boards, as appropriate. • Perform inspection of incoming and outgoing materials and ensure data accuracy and enrichment of equipment and Fixed assets such condition, Cost Centre, and asset master record. • Prepares and submits Receiving and Inspection (R&I) reports, discrepancy reports, and disposal reports for the unit chief’s approval. • Conducts inspection of consumables, jointly with the Warehouse staff to ensure efficiency on counting and controlling and clear differences in Umoja. • Monitors the Inventory Management database, ensures the anomalies are identified in Discrepancy Reports and reconciliation is addressed immediately an on timely manner. • Maintains daily accurate and auditable property records in 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 electronic inventory management system. • Assist stakeholders in application of property management policies and procedures to meet organizational standards and goals set up in the UNHQ guidelines and mission's SOPs. • Produces Umoja Business Intelligence reports on weekly/monthly basis and when requested by supervisor. • Assists with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures compliance with the Property Management Performance Report and associated Key Performance Indicators (KPIs). • Assists in drafting statements of requirements for contracts and services for disposal. • Assists in monitoring the execution of contracts for the disposal of property and supplies, including all types of waste material. • Assist SAUs in preparation of equipment write-offs and processing of write-off cases through relevant property survey boards. • Assists in conducting Board of Survey functions as and when required. • Prepare statistical analysis and trend analysis on United Nations property. • Performs other duties as required.

Competencies

• Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter i.e. dynamics of the location within the organizational unit; 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. • 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. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school education with confirmed diploma or equivalent is required. Technical/Mathematical background or education is desirable.

Job - Specific Qualification

Not available.

Work Experience

At least five (05) years of progressively responsible experience in Property Management in field operations, or related area with assets, equipment, warehouses, logistics or similar is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required.

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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.