Org. Setting and Reporting
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 Officer and the overall guidance of the Chief, General Support Section. For more information on UNOV, please visit the website www.unov.org
Responsibilities
As part of the Property Management Team, the incumbent will assist with the 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 with the receipt and delivery of goods and equipment for all UNOV/UNODC offices. Within limits of assigned authority, the Property Management Assistant will be responsible for the following specific duties: • Maintain records of equipment assigned to staff and other UNOV/UNODC personnel. • Perform ongoing management, monitoring and control of UN property, including system entries, updates, maintenance and deactivation/deletion of records. • Based on established criteria, propose appropriate disposal actions for UN property and prepare requests for retirement of equipment for management approval and disposal reports in line with instructions from the supervisor. • Assist in preparation and maintain of case files and records for submission to the official with the delegated of authority holders 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. • Follow up with UNOV/UNODC property management focal points, to ensure timely clearance of pending items on a regular basis. Discuss results for UNOV and UNODC with client offices and propose actions to address any discrepancies. • Follow-up with client offices to ensure timely update, clearance and completion of equipment records based on their requests. Review related reports and statistics on a regular basis. • Identify opportunities to better support stakeholders with a proactive response to their needs based on available information and customized reports. • 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. • Assist in monitoring the accuracy of data in Asset Management System and set up queries on demand. • Assist in responding to audit requests regarding property management and maintain related records. • Manage the issuance of various office supplies through the contractor’s web-based system, inspect incoming orders to verify the presence of invoiced materials, and ensure the proper management of the office supply contract. • Replenish stocks based on past usage and anticipated future demand within the General Support Section. • Prepare low-value requisitions and enter data to initiate the requisition process for the General Support Section. • Provide backup support to Inventory and Supply Assistants in the Receiving Area during their absences. Duties include following up with clients, receiving goods from courier companies, posting goods receipts in the system, delivering official shipments to UNOV/UNODC offices, and performing other assigned tasks. • Ensure all working files and records are saved and available. • Back up other team members. • 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 work-related duties as assigned.
Competencies
Professionalism Knowledge of relevant UN rules, regulations, administrative procedures, policies and directives, and of inventory and control guidelines, directives and procedures. Ability to develop, maintain and supervise management control systems for assets, materials, services and claims. Strong analytical skills. Able to perform analysis, modelling and interpretation of data in support of decision-making. 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. 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.
Job – Specific Qualification
Not available.
Work Experience
A minimum of three years of relevant work experience in property management, inventory, logistics, procurement, warehousing, administrative services or related area is required. The minimum number of years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher. Work experience with Excel system is required. Work experience with SAP or similar system is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Knowledge of German is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This position is temporarily available until 31 December 2025. Filling of this temporary vacancy and actual duration is subject to availability of the post and funding. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. • 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. • 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.
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.