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Property Management Assistant(G4)

Vienna

  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Architecture, Building and Property Management
    • Renewable Energy sector
    • Monitoring and Evaluation
    • Nuclear Technology
    • Facilities and Property Management Unit
    • Human Settlements (Shelter, Housing, Land, Property)
    • Management, Administration and Finance
  • Closing Date: Closed

Organizational Setting

 

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Complex Management Section (SCMS). The Facilities Management Section provides technical advice and has overall responsibility for the implementation of major facilities management specific projects and administrative services including property management for all IAEA premises. The Section comprises of two Units, the Facilities and Property Management Unit and the Project and Technical Support Services Unit.


Main Purpose

 

Reporting to the Supervisor, Property Management Group (PMG), the Property Management Assistant inputs data into the Asset Management System in AIPS, maintains property records, physically inspects and labels asset, assists in asset verification, in accordance with the PMG Standard Operating Procedures, IAEA property policies and the International Public Sector Accounting Standards (IPSAS).


Functions / Key Results Expected

 

  • Performs data entry tasks in the Agency’s ERP system - AIPS for the recording of assets and other property databases to ensure complete and accurate records.
  • Carries out physical inventory verifications of non-expendable equipment, attractive and group items to verify the accuracy and completeness of asset register.
  • Provide support and assistance to staff during the AIPS asset self-verification exercises.
  • Assists in the reconciliation of assets in the asset register.
  • Inspects assets received by the IAEA, screens and classifies these for entry into the asset register in AIPS, assigns and affixes barcode labels on new assets.
  • Collects ad-hoc data for reconciliation purposes, statistics and reports.
  • Assists with the receiving and the disposal of the Agency's surplus equipment including physical relocation of assets at the IAEA Headquarters and at the IAEA Seibersdorf Laboratories.

Competencies and Expertise

 

Core Competencies

 

Name Definition
 
Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
 
Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
 
Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
 
Teamwork Actively contributes to achieving team results. Supports team decisions.

 

Functional Competencies

 

Name Definition
 
Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
 
Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
 
Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
 
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
 
Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

 

Required Expertise

 

Function Name Expertise Description
     
Administrative Support Data and Information Analysis and Reporting Ability to analyse reports and extract data.
     
General Services Inventory and Supply Ability to interpret and explain inventory and asset reports;
     
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Basic knowledge of the MS Office package, which is used by the IAEA. Demonstrated proficiency in the use of inventory software advantage;

Qualifications, Experience and Language skills

 

  • Completed secondary education.
  • At least 4 years of relevant experience in property management, administration or relevant field.
  • Excellent oral and written command of English and German. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • English language test (Level 2) and typing test (Level 2) to IAEA standard.

Remuneration

 

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 38629 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values)\: Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.
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This vacancy is now closed.
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