PROPERTY MANAGEMENT ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting

The United Nations Integrated Office in Haiti (BINUH) was established by Security Council resolution 2476 and is mandated to promote and strengthen political stability and good governance, including the rule of law, preserving and advancing a peaceful and stable environment, supporting an inclusive inter-Haitian national dialogue, and protecting and promoting human rights in Haiti. This position is located within the United Nations Integrated Office in Haiti (BINUH). The Property Management Assistant reports to the Chief of Property Management Unit under the overall supervision of the Chief Supply Chain and Service Delivery of the mission.

Responsibilities

Within delegated authority, the Property Management Assistant will be responsible for the following duties: • Assists the Supervisor with planning the property management operations, and monitor progress through statistical analysis of database records and monthly progress reports for the Unit; • Implements the ongoing operations of the Unit, undertaking regular site visits of field mission offices and carrying out physical inspections and verification of UN property • Liaises with the Technical Sections, Procurement Section, and Movement Control Section at the mission on matters related to Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property; • Plans 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; • Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property at the mission in conformance with Administrative Instructions, DMSPC/DOS guidelines, and mission Property Management standard operating procedures; • Provides technical support in the utilization and enhancement, as required, of the established business intelligence and management tools to monitor and evaluate the overall progress of the Mission’s property management; • Processes all incoming shipments through Umoja and prepare Receiving and Inspection reports on both Umoja, and Umoja Business Intelligence reporting tool; • Monitors the Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately; • Prepares periodic performance reports in line with the GAMPS quarterly reporting regime, reviews and ensures accuracy of data; • Provides support in compilation and drafting the Standard Operating Procedures (SOP) and flow charts relating to all aspects of Property Management activities within the context of the overall mandate of the Unit, including terms of reference and job descriptions for the Staff in the Unit; • Performs data quality checks for the end-to-end supply chain, monitors dashboards related to outstanding and incomplete transactions, and asset and equipment master records. • Coordinates with Acquisitions Management Unit, Procurement, and Central Warehouse to ensure that Equipment and Asset Master Records PIDs comply with IPSAS and Material Master Catalogue; • Works closely with the Financial Accounting Assets Accounting Senior User to adjust and correct Fixed Assets anomalies. • Ensures compliance with the HQ Property Management Performance Report and associated Key Performance Indicators (KPIs) and prepares accurate and auditable reports for senior management and auditors. • Assists with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures timely submission as per GAMPS Guidelines. • Performs other duties as required.

Competencies

Professionalism: Shows pride in work and 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. Client and Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from 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 ongoing 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. 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. Accountability: Take ownership of responsibilities and honour commitments; Deliver outputs within prescribed time, cost and quality; Operate in compliance with rules and regulations; Support subordinates, provide oversight and take responsibility for delegated assignments; Takes responsibility for shortcomings.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of 8 years of experience in the field of property management, inventory control, logistics management or related field is required. Experience providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable. Experience in the use of an Enterprise Resource Planning (ERP/SAP) Systems is required. Experience in Business Intelligence and Microsoft Power BI reporting tools is desirable.

Languages

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

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. 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.