Property Management Assistant

vor 1 Woche

Wien, Österreich United Nations Vollzeit

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

**Responsibilities**:
The incumbent will be in charge of property management (assets and equipment) verification and maintenance of related records in the UN’s Enterprise Resource Planning (ERP) system (SAP/Umoja). This includes entering receipt, classification, assignment and disposal of all UN property in Umoja based on International Public Sector Accounting Standards (IPSAS). In addition, the incumbent will assist in the maintenance, development of enhancements/modifications and acceptance testing of the Umoja Asset Management system and the management of data and preparation of related reports.

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

- As member of a team, provide assistance to ongoing management, monitoring and control of UN property, including system entries, updates, maintenance and deactivation/deletion of records.
- Based on established criteria, determine appropriate disposal actions for UN property and prepare requests for disposal/retirement of equipment for management approval and disposal reports. Prepare and maintain case files and records submitted to the official with the delegated authority for property management and/or the Local and Headquarters Property Survey Boards (LPSB and HPSB). Update databases and information systems with records considered for sale, donation or destruction due to obsolescence.
- Perform the processing 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 so that new entries are recorded and posted in accordance with the rules and regulations for UN property, including its verification. Maintain records of equipment assigned to staff and other UNOV/UNODC personnel.
- Follow up with UNOV and UNODC HQ property management focal points, as well as with UNODC Field Offices to ensure timely clearance of pending items related to Key Performance Indicators (KPI) on a regular basis. In close coordination with the supervisor, discuss results for UNOV and UNODC with client offices and propose actions to address underperformance with a view to reaching KPI targets in line with the Strategic Guidance and Performance Framework on the Management of Property issued by UNHQ, as well as with UN IPSAS Corporate Guidance for Property, Plant and Equipment.
- Proceed with follow-up actions to ensure timely update, clearance and completion of service notifications and equipment records based on the requests from the clients, review of the reports and statistics related to the property management for UNOV and UNODC on a regular basis.
- Provide guidance on property management related matters to UNOV and UNODC HQ, as well as UNODC Field Offices to ensure property management is performed in accordance with UN rules and regulations.
- Assist supervisor with the implementation of the Strategic Guidance and Performance Framework on the Management of Property in compliance with the International Public Sector Accounting Standards (IPSAS) policy, financial rules and regulations as well as processes and procedures promulgated by UNHQ.
- Conduct physical verification exercises for all UN property, issue corresponding reports for UNOV and UNODC. Carry out physical verifications and check assignment of property. Investigate and reconcile discrepancies. Coordinate corrections when necessary. Ensure physical verifications are conducted and finalized timely and provide related guidance. Provide results of physical verification to the line manager and upload into Umoja in a timely manner. Ensure all working files and records are saved and available. Provide guidance for physical verification activities of property to UNOV, UNODC HQ and UNODC Field Offices, review and follow up on submitted reports.
- Assist Supervisor in providing training to staff members and guidance on work procedures, practices, established processes and requirements related to the property management. Contribute to the preparation of training materials and development of the Standard Operation Procedures related to the property management.
- Contribute to responses to audit requests regarding property management and maintain related records.
- 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.
- Back up other Property Management Assistants in Property Management Team during their absences, e.g., follow up with the clients, check

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