Posting Title: PROPERTY MANAGEMENT ASSISTANT, FS4
Job Code Title: PROPERTY MANAGEMENT ASSISTANT
Department/Office: International Residual Mechanism for Criminal Tribunals
Duty Station: ARUSHA
Posting Period: 25 November 2019 – 24 December 2019
Job Opening Number: 19-Property and Asset Management-RMT-127176-R-Arusha (R)
Staffing Exercise N/A
Org. Setting and Reporting
This position is located in the Administrative Section, Registry, of the IRMCT Arusha Branch. Under the supervision of the General Services Officer and the guidance of the Administrative Officer, the incumbent will provide property management support to the operations of the Arusha Branch, including the Kigali office.
Responsibilities
Within delegated authority, the Property Management Assistant will be responsible for the following duties:
- Assist with planning of property management operations
- Utilizes and enhances, as required, the established business intelligence and management tools to monitor and evaluates the overall processes of the IRMCT Arusha branch’s property management function; Prepares accurate and auditable statistical reports and correspondence for IRMCT management; Monitors progress through statistical analysis of database records and prepares monthly progress and/or status reports for the IRMCT Arusha branch; Assists with the preparation and verification of periodic IPSAS financial reports on PP&E and inventory (year-end reports, monthly reports) and ensures timely submission thereof;
- Maintains accurate and auditable records, in both hard copy and electronic format, for accountability of UN property in conformance with relevant Administrative Instructions, guidelines and standard operating procedures; Assists with the maintenance of the fixed assets register by recording information related to fixed assets, ensures accurate tracking of existing fixed assets and PPE; implements, monitors and reports on the periodic physical verification process, ensuring anomalies are identified in Discrepancy or Impairment Reports and addressed immediately;
- Liaises with the Self Accounting Units (SAUs) and the IRMCT Procurement and General Services Sections on matters related to inventory control, receiving and inspection as well as write-off and disposal activities of UN Property; Manages and trains the network of SAU’s property management focal points;
- Assists with proper disposal of written-off property, hazardous waste, and of commodities representing a risk to the environment, in order to avoid any pollution or contamination;
- Processes all incoming goods and materiel through Umoja, prepares receiving and inspection reports in Umoja as well as other inventory management systems, and ensures items are appropriately barcoded;
- Manages the IRMCT stores and assists the General Services Officer in the management of the warehouse;
- Assists the General Services Officer and Administrative Officer in compilation and drafting of Standard Operation Procedures (SOPs) and flow charts relating to all aspects of Property Management activities;
- Identifies issues and implements solutions to problematic areas related to property management;
- Serves as a Secretary to the Local Property Survey Board, assists SAUs in the preparation of cases thereto, and advices members as appropriate;
- Provides first reporting officer supervisory functions to GS-level Property Management Assistant(s);
- Performs other duties as required.
Competencies
- Professionalism: Good knowledge of property control program goals and objectives; thorough knowledge of inspections and verifications of property; good knowledge of IPSAS and UN property management rules, regulations and procedures; ability to work independently in managing difficult, and time sensitive situations as well as conflicting priorities; proven analytical and evaluative skills. 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.
- Planning and Organising – 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.
- 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.
