Posting Title: PROPERTY MANAGEMENT ASSISTANT, FS4
Job Code Title: PROPERTY MANAGEMENT ASSISTANT
Department/Office: International Residual Mechanism for Criminal Tribunals
Duty Station: ARUSHA
Posting Period: 25 November 2019 – 24 December 2019
Job Opening Number: 19-Property and Asset Management-RMT-127176-R-Arusha (R)
Staffing Exercise N/A
Org. Setting and Reporting
This position is located in the Administrative Section, Registry, of the IRMCT Arusha Branch. Under the supervision of the General Services Officer and the guidance of the Administrative Officer, the incumbent will provide property management support to the operations of the Arusha Branch, including the Kigali office.
Within delegated authority, the Property Management Assistant will be responsible for the following duties:
- Assist with planning of property management operations
- Utilizes and enhances, as required, the established business intelligence and management tools to monitor and evaluates the overall processes of the IRMCT Arusha branch’s property management function; Prepares accurate and auditable statistical reports and correspondence for IRMCT management; Monitors progress through statistical analysis of database records and prepares monthly progress and/or status reports for the IRMCT Arusha branch; Assists with the preparation and verification of periodic IPSAS financial reports on PP&E and inventory (year-end reports, monthly reports) and ensures timely submission thereof;
- Maintains accurate and auditable records, in both hard copy and electronic format, for accountability of UN property in conformance with relevant Administrative Instructions, guidelines and standard operating procedures; Assists with the maintenance of the fixed assets register by recording information related to fixed assets, ensures accurate tracking of existing fixed assets and PPE; implements, monitors and reports on the periodic physical verification process, ensuring anomalies are identified in Discrepancy or Impairment Reports and addressed immediately;
- Liaises with the Self Accounting Units (SAUs) and the IRMCT Procurement and General Services Sections on matters related to inventory control, receiving and inspection as well as write-off and disposal activities of UN Property; Manages and trains the network of SAU’s property management focal points;
- Assists with proper disposal of written-off property, hazardous waste, and of commodities representing a risk to the environment, in order to avoid any pollution or contamination;
- Processes all incoming goods and materiel through Umoja, prepares receiving and inspection reports in Umoja as well as other inventory management systems, and ensures items are appropriately barcoded;
- Manages the IRMCT stores and assists the General Services Officer in the management of the warehouse;
- Assists the General Services Officer and Administrative Officer in compilation and drafting of Standard Operation Procedures (SOPs) and flow charts relating to all aspects of Property Management activities;
- Identifies issues and implements solutions to problematic areas related to property management;
- Serves as a Secretary to the Local Property Survey Board, assists SAUs in the preparation of cases thereto, and advices members as appropriate;
- Provides first reporting officer supervisory functions to GS-level Property Management Assistant(s);
- Performs other duties as required.
- Professionalism: Good knowledge of property control program goals and objectives; thorough knowledge of inspections and verifications of property; good knowledge of IPSAS and UN property management rules, regulations and procedures; ability to work independently in managing difficult, and time sensitive situations as well as conflicting priorities; proven analytical and evaluative skills. 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 Organising – 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.
- Technological Awareness – Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
High School Diploma is required. Additional training in IPSAS, transactional SAP modules, property/asset management, and/or financial reporting is desirable.
Do you have a minimum of six (6) years of experience in the field of property or asset management , inventory control, warehouse management or related field?
Do you have experience applying IPSAS to property management functions?
Do you have transactional experience with SAP or the UN enterprise resource planning system (Umoja)
Do you have experience with financial reporting?
English and French are the working languages of the Mechanism for International Criminal Tribunals. For the post advertised, fluency in oral and written English is required. Knowledge of French and/or Kiswahili may be an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
The appointment is limited to the International Residual Mechanism for Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates.
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.
Applicants are urged to follow carefully 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 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.
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.
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