Property Management Assistant,
Jerusalem
(FS-5)
United Nations Truce Supervision Organisation
Closing date: Thursday, 15 June 2017
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Posting Title: | PROPERTY MANAGEMENT ASSISTANT, FS5 |
Job Code Title: | PROPERTY MANAGEMENT ASSISTANT |
Department/Office: | United Nations Truce Supervision Organisation |
Duty Station: | JERUSALEM |
Posting Period: | 01 June 2017 - 15 June 2017 |
Job Opening Number: | 17-Property and Asset Management-UNTSO-79659-F-Jerusalem (M) |
Responsibilities
• Assists the Chief Supply Chain Management in the planning of the property management operations, and monitors progress through statistical analysis of database records and monthly
progress reports for the Unit;
• Undertakes regular site visits to UNTSO outstation offices and carries out physical inspection and verification of UN property;
• Liaises with the mission Self Accounting Units, Procurement Section and other sections as required on on matters related to Inventory Control, Receiving and Inspection, and Disposal ;
• Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property in conformity with Administrative Instructions, LDS/DFS 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 and prepare Receiving and Inspection reports on both Umoja and Galileo Inventory Management System;
.Monitors the Galileo Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately;
• Prepares periodic performance reports in line with the LSD quarterly reporting regime, reviews and ensures accuracy of data;
• Prepares accurate and auditable statistical reports for mission management and LSD/DFS and drafts correspondence, as required;
• 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 Unit, including terms of reference and job descriptions for the Staff in the Unit;
• Identifies issues and implements solutions to problematic areas related to Property Management.
• 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;
Assists in maintaining the fixed asset accounting framework established by Headquarters and detailed in standard operating procedures (SOPs) by:
a. Liaising with other stakeholders to ensure proper and efficient accounting methods as well as understanding their business needs as it pertains to fixed asset accounting transactions and reports;
b. Ensuring compliance with Headquarters' policy relating to fixed assets;
c. Assisting in developing and maintaining fixed asset accounting procedures in accordance with Headquarters' guidelines;
d. Reviewing, documenting and improving existing guidelines and instructions for all fixed asset related processes
• 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 LSD Guidelines.
• Performs other duties as required.
Competenciesprogress reports for the Unit;
• Undertakes regular site visits to UNTSO outstation offices and carries out physical inspection and verification of UN property;
• Liaises with the mission Self Accounting Units, Procurement Section and other sections as required on on matters related to Inventory Control, Receiving and Inspection, and Disposal ;
• Responsible for the maintenance of accurate and auditable records, in both hard and electronic format, for accountability of UN Property in conformity with Administrative Instructions, LDS/DFS 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 and prepare Receiving and Inspection reports on both Umoja and Galileo Inventory Management System;
.Monitors the Galileo Inventory Management database, ensuring anomalies are identified in Discrepancy Reports and addressed immediately;
• Prepares periodic performance reports in line with the LSD quarterly reporting regime, reviews and ensures accuracy of data;
• Prepares accurate and auditable statistical reports for mission management and LSD/DFS and drafts correspondence, as required;
• 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 Unit, including terms of reference and job descriptions for the Staff in the Unit;
• Identifies issues and implements solutions to problematic areas related to Property Management.
• 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;
Assists in maintaining the fixed asset accounting framework established by Headquarters and detailed in standard operating procedures (SOPs) by:
a. Liaising with other stakeholders to ensure proper and efficient accounting methods as well as understanding their business needs as it pertains to fixed asset accounting transactions and reports;
b. Ensuring compliance with Headquarters' policy relating to fixed assets;
c. Assisting in developing and maintaining fixed asset accounting procedures in accordance with Headquarters' guidelines;
d. Reviewing, documenting and improving existing guidelines and instructions for all fixed asset related processes
• 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 LSD Guidelines.
• Performs other duties as required.
Professionalism: 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work
Planning & Organizing: 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
Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates 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
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
EducationPlanning & Organizing: 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
Accountability: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates 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
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
Secondary school, technical school, university and other courses and training programmes relating to the work. Technical or vocational certification/training in property management, accounting or finance is required. Certification/training in fixed asset accounting is desirable.
Work Experience
A minimum of 8 years of experience in the field of property management, inventory control, logistics management or related field. Experience with United Nations system financial and property management policies and practices, UN financial regulations and rules, working in SAP, and knowledge of IPSAS requirements in relation to fixed assets are also desirable. Experience in international peacekeeping operations is desirable. Experience in database administration may be an asset.
Languages
Fluency in spoken and written English is required; knowledge of a second official UN language may be an advantage.