PROPERTY MANAGEMENT ASSISTANT (Part time at 50% - ICJ Internal Recruitment)

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 N.B.: This vacancy is available for part-time employment at 50% and only open to current staff members of the International Court of Justice with fixed-term or continuing appointments.

The incumbent works under the direct supervision of the Head of the Administrative and Personnel Division. S/he assists the head of division in the management of ICJ property; maintaining of property records, conducting physical verification, producing property reports, disposal of property, etc. Additionally, the incumbent assists in other functions of the supply chain management, especially procurement.

Responsibilities Property Management

- Coordinates property management activities with other stakeholders, in particular procurement staff, Information and Communications Technology Division, Information Department, Library of the Court, Security and General Assistance Division, and Local Property Survey Boards, as appropriate. - Prepares monthly, yearly, and ad hoc asset reports of ICJ property as required, including those on acquisition and surplus (damaged/obsolete) plant and equipment of ICJ property. - Conducts physical verification and quality control of ICJ property to ensure that all items are accounted for and in serviceable condition. Updates all physical verification records and data entry in the electronic inventory management system. - Identifies anomalies and/or discrepancies and the details thereof during physical verification/validations; Prepares and submits discrepancy reports to respective stakeholders and recommends corrective measures as appropriate. Monitors rectification of identified discrepancies; - Ensures data on fixed assets are updated and devoid of discrepancies in the ERP system; reports issues to equipment owners for immediate rectification; - Maintains on a daily basis accurate and auditable property records in an electronic inventory management system for property control and accountability in conformance with applicable policies, guidelines, manuals, and SOPs. - Assist departments/divisions in the application of the ICJ property management policy and related procedures and guidelines. - Produces property reports on a monthly basis and when requested by the supervisor. - Assists in drafting correspondence and documents pertaining to property management, including interoffice memorandums, instructions, presentations, etc.; - Assists in training sessions and provides advice to property records custodians from all relevant departments/divisions on property-related matters; - Assist departments/divisions in preparing equipment write-offs and processing write-off cases through the Local Property Survey Board.

Support to the procurement function

- Supports the procurement staff as required, and when and where the principle of segregation of duties allows. Follow up on the delivery of goods and services by the vendors. Advises requisitioners on the use of the material master data, ensuring that the right products and services are ordered. - Replaces the procurement staff during their absence and when required.

Competencies- Professionalism: Has knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting; demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps; 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.

- 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.

- 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.

- Technological awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

- Client 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.

Education- High school diploma or equivalent is required. - University Degree in Supply Chain Management, Business Administration, Public Administration, or a related area is an asset. - Coursework/training in supply chain management, procurement, or inventory management is highly desirable. - Very good computer skills.

Work Experience- A minimum of five (5) years of progressively responsible experience in inventory and supply management, property management, logistics, procurement, warehousing, administrative services, or related area is required.

- Experience in procurement and inventory management is desirable.

- Experience in the use of Enterprise Resource Planning (ERP) is desirable.

- Experience in the use of Microsoft Package, including Business Intelligence (BI) reporting is desirable.

- Experience within the UN common system or other similar international organizations is desirable.

Languages English and French are the official languages of the Court. For this post, excellent command of either English or French, and working knowledge of the other language is required.

Assessment The assessment of qualified candidates may include a written test and interviews.

Special Notice This vacancy follows the change of functions and title of the position previously titled ‘Team Assistant’ and its reclassification from GS4 to GS5 level as Property Management Assistant. It is advertised internally to allow Registry staff members with fixed-term or continuing appointments who may be interested in this opportunity to express their interest. If no applications are received from internal candidates by the deadline or if no suitable internal candidate is found, the vacancy shall then be open for external recruitment.

The post is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules as applicable to the Registry.

United Nations Considerations In accordance with the ICJ Staff Regulations and Rules, 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 ICJ 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to carefully follow 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 based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ICJ does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICJ are fraudulent and should be disregarded.