Property Management Assistant (Temporary Job Opening) At United Nations

Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and Programmes of the UN system worldwide. These (2) positions are located in the United Nations Global Service Centre, Brindisi, Italy within the Global Material Life Cycle Management Team, Delivery & Return Section, Supply Chain Service. These positions report directly to the Team Lead, Global Material Life Cycle Management Team.

Responsibilities

Within delegated authority, the Property Management Assistant, FS-4, will be responsible for the following duties during the MINUSMA liquidation support: • Assist the Supervisor with planning of the property management operations, monitor progress through statistical analysis of database records and monthly progress reports for the Unit; • Liaise with the technical sections, Movement Control Section at the mission on matter related to Inventory Control, Receiving and Inspection as well as Disposal activities of UN Property; • Assist with 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; • Maintain accurate and auditable records, in both hard and electronic format, for accountability of UN Property at the mission in conformance with Administrative Instructions, Department for Management Strategy, Policy and Compliance (DMSPC) guidelines and mission Property Management standard operating procedures; • Assist the Chief of Unit/Section in the utilization and enhancement, as required, of the established business intelligence and management tools to monitor and evaluate the overall progresses of the Mission’s property management; • Monitor all incoming shipments through Umoja and prepare Receiving and Inspection reports on Umoja Inventory Management System; • Monitor Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately; • Assist the Chief of Unit/Section 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; • Identify issues and implement solutions to problematic areas related to Property Management; • Maintain the fixed assets register by recording information related to fixed assets, ensure the accuracy and integrity of property records; • Ensure accurate tracking of existing fixed assets, implement and monitor the MINUSMA periodic physical verification process; • Assist with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensure timely submission as required; • Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting; • Documents requirements and background information used for data analysis; • Performs other duties as required.

Competencies

PROFESSIONALISM: 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Commitment to incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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. PLANNING & 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

A minimum of 6 years of experience in the field of property management, inventory control, logistics management or related field is required. Experience with United Nations-system or other similar International organization financial and property management policies and practices, as well as financial regulations and rules are desirable. Experience in database administration is desirable. Experience in data analytics or related area is desirable. Experience in Enterprise Resource Planning (ERP) system (SAP) for asset, property management, and Business Intelligence (BI) reporting is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English both oral and written is required.

Assessment

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

Special Notice

• This position is temporarily available until 30 June 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. 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.