PROPERTY MANAGEMENT ASSISTANT
Org. Setting and Reporting
The United Nations Global Service Centre (UNGSC) provides critical Logistics, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping missions around the world.
This position is located in the Customer Service Unit (CSU) of the the Delivery & Return Section, within the Supply Chain Service (SCS), at the United Nations Global Service Centre, Brindisi, Italy.
The Property Management Assistant reports directly to the Chief, Customer Service Unit (CSU), Delivery & Return Section, Supply Chain Service.
Within delegated authority, the Property Management Assistant will be responsible for the following duties:
• Assists in receiving all deliveries of mission supplies.
• Assists in conducting physical inspections and quality control of mission United Nations Property to ensure that all items are accounted for and in serviceable condition.
• Assists in identifying anomalies and/or discrepancies and the details thereof, or any other reason for rejection and record in Damage Discrepancy Reports (DDR), posted on the system and presented to R&I supervisor and Procurement for immediate action.
• Processes Goods' Receipt reports in Umoja and R&I (Receiving & Inspection) Reports in electronic inventory management system.
• Maintains on a daily basis accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and Standard Operating Procedures (SOPs).
• Updates all physical verification records and data entry in electronic inventory management system.
• Focus on the Customer satisfaction, ensuring Clients requests are always end-to-end properly managed, engaging the Customer relationship with professionalism, courtesy, efficiency and effectiveness.
• Maintain the Supply Chain Document Management System by coordinating operational documents lifecycle from codification till publishing in the Supply Chain Knowledge Base (KB).
• Coordinate the Unit survey provisioning service offered by the Unit, end-to-end, from the Client requirements collection, through the survey design till the outcome’s consolidation, aggregation, and representation.
• Prepares statistical analysis and trend analysis on United Nations property;
• Performs other duties, as required.
• Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. 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.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from 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 ongoing 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.
• Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.
High school diploma or equivalent is required.
ICDL (International Computer Driving License) Base certification is required.
A minimum of five (03) years of progressively responsible experience in the field of property management, inventory control, logistics, procurement or other related fields is required.
A minimum of one (01) year of experience in using CRM tools (Customer Relationship Management) such as Siebel solution or similar is required.
A minimum of one (01) year of experience in managing surveys through a survey tool such as KeySurvey solution or similar module is desirable.
A minimum of one (01) year in managing documents through Microsoft SharePoint Online tool or similar module is desirable.
English and French are the working languages of the United Nations Secretariat. Fluency in English, (oral and written) is required; knowledge of another UN language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
Recruitment for this position is done on a local basis.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Applicants who are Italian nationals or nationals of a member state of the European Union need to upload a copy of their national passport. All other applicants need to have a valid work permit for Italy and need to upload a copy of such work permit. All other applicants, except current UNGSC staff members in Brindisi, need to provide a Certificato Penale and Certificato di Carichi Pendenti. Attachments need to be uploaded in Step 8 of the online application. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
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.
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.