Property Management Assistant

vor 3 Wochen

Wien, Österreich United Nations Vollzeit

This position is located in the Property Management Team (PMT), General Support Services (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision and the overall guidance of the Property Management and Supply Chain Officer, GSS.

**Responsibilities**:
As part of the Property Management Team, the Property Management Assistant will be in charge of asset verification and input in the Umoja system in SAP based on IPSAS standards. This includes receipt, classification, assignment and disposal. In addition, s/he assists in the maintenance, development of enhancements/modifications and acceptance testing of the Umoja Asset Management system.

Within limits of assigned authority, the Property Management Assistant will be responsible for the following duties:

- Check the lists of equipment/items received daily by UNOV/UNODC, screen and classify equipment/items for inclusion and input into Umoja. Check deliveries and assign barcodes for new equipment. Maintain and update Umoja on new entries to be recorded and posted in accordance with GSS standards for inventory and verification.
- Coordinate and conduct physical inventory verifications of non-expendable equipment, attractive and group items, and issue corresponding reports. Carry out sensitive physical inventory verifications and check assignment of properties.
- Based on established criteria and in coordination with the Unit Supervisor, determine appropriate disposal action for equipment, trade-in, donation or retirement. Prepare requests for retirement of equipment for management approval and disposal reports.
- Provide oversight and guidance to UNODC Field Offices to ensure Asset Management is performed in accordance with United Nations Secretariat Rules.
- Provide guidance for and coordinate physical inventory verifications of non-expendable equipment, attractive and group items and review corresponding reports of UNODC Field Offices. Ensure sensitive physical inventory verifications are conducted.
- Prepare reconciliation reports, statistics and quarterly reports and tasks related spreadsheets for insurance purposes.
- Assist supervisor in ensuring that the Asset Management System is properly maintained and functioning reliably. Monitor accuracy of data and set up queries on demand.
- Assist Supervisor in training staff members and explaining work procedures, practices or requirements.
- Act as back up Supervisor and focal point on matters relating to equipment inventory.
- Back up the Property Management Assistant during absences such as checking and signing off Clearance Certificates of departing staff.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other duties as assigned.

Competencies
- Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operated 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.
- Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from the 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 on-going 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 A recognized first-level university degree (Bachelor’s degree or equivalent) may be accepted in lieu of two years of required work experience.

Job - Specific Qualification

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience
A minimum of five years (or 3 years in combination with a first-level university degree (Bachelor’s degree or equivalent)) of work experience in administration, inventory and supply management, procurement, finance and/or accounting including experience in the area of asset management is required.

Languages
English and Fren

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