Property Management Assistant at United Nations

Vacancy title:
Property Management Assistant

Jobs at:

United Nations

Deadline of this Job:
Friday, April 28 2023

Duty Station:
Within Tanzania , Dar es Salaam, East Africa

Summary
Date Posted:Friday, April 28 2023, Base Salary: Not Disclosed

JOB DETAILS:

Org. Setting and Reporting
This position is located in the General Services Section, Division of Administrative, Registry, of the IRMCT Arusha Branch. Under the supervision and guidance of the Chief General Services Officer, the incumbent will provide end to end property management support to the operations of UNIRMCT.

Responsibilities
• Assists the Supervisor with planning of the property management operations, monitor progress through statistical analysis of UMOJA database records and monthly progress reports for the Section,
• Implements the ongoing operations of the section, coordinates and carries out regular physical inspections and verification of UN property, and updates the property records in Umoja.
• Liaises with the Commodity Managers, Procurement Section, Warehouse Section at the mission on matter related to Fixed assets, Inventory Spot Checks, Receiving and Inspection as well as Disposal activities of UN Property,
• Drafts write off and disposal cases for review and approval and Implements plans for proper disposal of hazardous and electronic waste, of written-off property and of some commodities representing a risk to the environment, to avoid any pollution or contamination,
• Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property at mission in conformance with IPSAS, Administrative Instructions, Department of Management Strategy , Policies and Compliance’s guidelines and mission Property Management standard operating procedures,
• Provides technical support 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,
• Processes all incoming shipments through Umoja with a notification process, and prepare Receiving and Inspection reports,
• Prepares periodic performance reports in line with the Department of Strategy, and Global assets management to review and ensure accuracy of data,
• Prepares accurate and auditable statistical reports for management in missions based on standard Key Performance Indicators issued by UNHQ,
• Provides support 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 Section, including terms of reference and job descriptions for the Staff in the Section,
• Identifies issues and implements solutions to problematic areas related to Property Management and Addresses discrepancies immediately,
• Ensures proper utilization and enhancement, as required, of the established Business Intelligence and management tools to monitor and evaluate the overall progresses of the UN assets, equipment, and inventory,
• Assists with the maintenance of the fixed assets register by recording information related to fixed assets, ensures accuracy and integrity of property records,

• Ensures accurate tracking of existing fixed assets, implements, and monitors the periodic physical verification process in the several missions’ locations,
• Manages the IRMCT stores and assists the General Services Officer in the management of the warehouse
• Assists with the preparation and verification of periodic IPSAS financial reports on PP&E and Inventory (year-end reports, monthly reports), ensures timely submission as per the Department of Management Strategy, Policies and Compliance’s guidelines,
• Provides guidance and training to the network of SAU’s assets managers and property management focal point
• Provides first reporting officer supervisory functions to GS-level Property Management Assistant(s);
• Performs other duties as required.

Competencies

• Professionalism: Proven ability to manage diverse range of technical services; expert knowledge of the UN Financial Rules and Inventory Management Systems; Expert knowledge in the field of property management, fixed assets management, PCIU, Business Intelligence and Supply Chain management; Comprehensive grasp of UN electronic inventory applications and UN accounting practices; ability to interpret and articulate UN rules; 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• 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.

Education
High school diploma or equivalent. Technical or vocational certificate in procurement or a related field is a requirement.

Work Experience
• A minimum of 8 years of experience in the field of property management, assets accounting, fixed assets, inventory control, logistics management or related field is required.
• Experience in the field of property management, inventory control, logistics management or related field, providing services to or in a field operation of the United Nations Common System or a comparable international organization is desirable.
• Experience in database administration is desirable..
• Experience in monitoring property management performance using Key Performance Indicators in BI reporting tool in a field operation of the United Nations Common System or a comparable international organization is desirable.

Languages:
English and French are the working languages of the Mechanism. For the post advertised, fluency in oral and written English is required. Working knowledge of French and/or Kiswahili is an advantage.

Assessment

There may be an assessment exercise for qualified candidates followed by a competency-based interview.

Special Notice
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
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.
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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

NOTE FOR PREVIOUSLY ROSTERED CANDIDATES
Roster candidates must express their interest and availability for published job openings by submitting an updated PHP and cover letter.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

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.

Work Hours: 8

Experience in Months: 108

Level of Education: Postgraduate Degree

Job application procedure

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