Workplace and inventory management system administrator
Vacancy no.: RAPS/2/2021/INTSERV/01
Publication date: 09 July 2021
Application deadline (midnight Geneva time): 09 August 2021
Job ID: 6441
Organization Unit: FACILITIES
Contract type: Fixed Term
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
- External candidates.
Staff members with at least five years of continuous service with the Office are encouraged to apply.
Applications from officials who have reached their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to email@example.com.
The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).
Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: https://jobs.ilo.org/content/Non--and-under-represented-member-States/
In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.
Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.
The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.
The position is located in the Facilities Management Unit (FACILITIES) within the Internal Services and Administration Department (INTSERV). INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport, use of public spaces and general internal services. FACILITIES is responsible for overseeing the construction, acquisition, deployment and maintenance of all ILO buildings and offices and provides and manages effectively all the required goods and services internally in this regard.
The incumbent is responsible for the management of inventories of movable property and for ensuring compliance with the rules and procedures relating to equipment and property management. The incumbent is also expected to contribute to the implementation of the integrated workplace management system (IWMS) software and its administration throughout the Organization. The role includes tasks such as database management, analysis and synthesis of user needs and issues, ongoing software maintenance and evaluation of software performance.
The incumbent will report to the Senior Property Officer.
1. Administer the integrated workplace management system. Configure the software and the documents and reports to be generated using the software, administer user accounts, define their user rights, participate in data recovery and provide support to users at headquarters and in the field. Identify system inconsistencies and follow up on resolving them.
2. Act as focal point for the IWMS software supplier. Set up performance indicators, propose improvements and modifications to the supervisor and follow up with the supplier. Prepare periodic reports as requested by management.
3. Prepare and update training materials and documentation for users of the system and train users as required. Check that users are working in accordance with standard procedures and follow up as necessary.
4. Administer the application for the management of physical inventories of ILO property and equipment at headquarters. Issue the necessary instructions to staff involved in receiving and keeping an inventory of property and equipment and to staff responsible for the physical disposal of obsolete equipment. Keep the different users informed and the application up to date.
5. Plan and organize the year-end physical inventory at the headquarters building and follow up on this exercise in ILO offices in the field (field and project offices).
6. Analyse and evaluate financial reports of physical inventories produced on a regular basis; identify obvious anomalies and unusual trends and initiate corrective action; explain variations and prepare reports and correspondence as required.
7. Provide guidance to staff within and outside of INTSERV or the Office, concerning the correct interpretation and application of the rules, regulations and guidance documents relating to inventory management.
8. Keep the architectural plans of the building up to date and incorporate technical and structural adjustments resulting from the various major refurbishment and renovation projects carried out by FACILITIES.
9. Maintain an inventory of building plans in digital and paper format. In collaboration with the FACILITIES Space Allocation Coordinator, make floor plan and layout modifications and provide any other input necessary to ensure proper space management and signage.
10. Keep informed of and develop knowledge on the integrated workplace management system and the architectural plans for the building.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
1. Obtain, gather, assemble and develop databases on personnel, budget, financial and other administrative information and documents.
2. Participate in the organization of conferences, seminars and meetings.
3. Monitor activities and resources and update information.
4. Maintain records of obligations and expenditures.
5. Prepare periodic reports on administrative matters.
6. Assist in the administrative backstopping of projects and participate in the development of project proposals.
7. Prepare budget estimates and expenditure forecasts and propose allocation changes with justifications.
8. Prepare progress reports on status of projects and work unit’s plan of activities.
9. Supervise the work of administrative support staff.
First-level university degree in facility management, property and property management, general services or a related field.
At least two years of experience in the field of facility management.
Excellent command of an official language (English, French or Spanish) of the Organization. Working knowledge of another official language of the Organization. One of these languages must be French.
In addition to the ILO core competencies, this position requires:
Knowledge of building plan management software. Knowledge of financial rules and regulations. Knowledge of the Office’s policies, administrative procedures and practices. Knowledge of inventory, space and building plan management. Good drafting and communication skills. Basic knowledge of information technology. Ability to use Word, spreadsheets, databases and other software and support systems in integrated workspace management. Organizational skills. Knowledge of the work unit’s operations, objectives and technical field. Good analytical skills with attention to detail and precision. Ability to support multiple projects and to deal with changing priorities in an environment with strict deadlines. Motivated to achieve objectives. Shows initiative. Ability to carry out assignments in accordance with instructions and guidelines. Effective client-oriented behaviour. Ability to work cooperatively with and to communicate technically complex information in a clear manner to different stakeholders. Ability to answer queries from users, to resolve technical issues and to liaise with suppliers. Ability to provide user support and to produce reports and documentation.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Conditions of employment
- Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
- The first contract will be issued for a twenty-four month period.
- A successful external candidate will be on probation for the first two years of assignment.
- Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.
For more information on conditions of employment, please visit: https://jobs.ilo.org/content/International/
Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at firstname.lastname@example.org
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/. The system provides instructions for online application procedures.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.
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