Property Management Assistant 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. This position is located in the United Nations Global Service Centre, Brindisi, Italy within the Property Management Unit, Central Service. This position reports to the Chief Property Management, Central Service.

Responsibilities

Within delegated authority, the Property Management Assistant will be responsible for the following duties: • Assists in receiving the deliveries of mission supplies; • Conducts physical inspections and quality control of United Nations Property in UNGSC to ensure that all items are accounted for and in serviceable condition; • Interacts with other property management stakeholders and providers of services, in particular Technical Units, Procurement Section, -Supply Chain Sections, and Local Property Survey Boards, as appropriate; • Prepares and submits -analytical reports on newly acquired UNGSC property, discrepancy reports, and disposal reports for the unit chief’s approval; • Identifies anomalies and/or discrepancies in official property records and reconciles the discrepancies; • Maintains on a daily basis accurate and auditable property records in electronic Inventory Management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and SOPs; • Updates all physical verification records and data entry in the Inventory Management system; • Assist stakeholders in application of property management policies and procedures to meet organizational standards and goals set up in the Directives, – Guidelines and relevant SOPs; • Produces analytical reports on a monthly basis and when requested by the supervisor; • Contributes to statements of requirements for contracts and services for disposal; • Assist Technical Units in preparation of equipment write-offs and processing of write-off cases through relevant property survey boards; • Assists in carrying out Board of Survey as and when required; • Collaborates with managers on data analysis requirements, including monitoring and reporting on key metrics and KPIs and formulating proposals for corrective actions; • Assists with the maintenance of the fixed assets register by recording information related to fixed assets, ensures accuracy and integrity of fixed asset records and financial reports for fixed assets and inventories; • Supports the analysis of fixed assets on a regular basis and ensures the accurate tracking of existing fixed assets during the physical verification process and disclosure in IPSAS financial reports; • Prepares statistical analysis and trend analysis on United Nations property; • Supervises, trains, and provides guidance to the team members; • Reviews reports and makes recommendations; • Performs other duties, as required.

Competencies

PROFESSIONALISM: Expert knowledge in the field of property management, fixed asset management, Business Intelligence, and data analysis; expert knowledge of electronic inventory applications and accounting practices; ability to interpret and articulate rules and regulations; 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; Able to perform analysis 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. 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. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Certification in Property Management/Fixed Asset Management is required. 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 seven (7) years of progressively responsible experience in the field of property management, inventory control, logistics, or other related fields is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience working with Enterprise Resources Planning (ERP) systems, such as SAP or similar system, related to property and asset management is required. Experience in fixed asset management and IPSAS accounting standards is desirable. Experience in Business Intelligence reporting, data analytics and data visualization is required.

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 competency-based interview.

Special Notice

Recruitment for this position is done on a local basis. This position is open for recruitment for an initial period of one year with possibility of extension subject to availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the 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. 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.

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.