联合国亚洲及太平洋经济和社会委员会招聘资产和合同管理助理(G6)

Job Opening

Posting Title: Assets and Contract Management Assistant, G6
Job Code Title: PROPERTY CONTROL AND INVENTORY ASSISTANT
Department/Office: Economic and Social Commission for Asia and the Pacific
Duty Station: BANGKOK
Posting Period: 14 June 2017 - 13 July 2017
Job Opening Number: 17-Property and Asset Management-ESCAP-80646-R-Bangkok (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 

 

 

Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.

Must have passed the United Nations Global General Service Test (GGST) or an equivalent locally-administered test at Offices Away from Headquarters.

Org. Setting and Reporting

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote regional cooperation for inclusive economic and social development in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership, through its analytical, normative and technical cooperation, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Assets and Management Sub-Unit of the Facilities Management Unit, Central Support Services Section, Division of Administration. The incumbent reports to the Chief of the Assets and Management Sub-Unit.

Responsibilities

Responsibilities: Under the general supervision of the Senior Assets Management Assistant (Supervisor) and the overall direction of the Chief of Assets Management Sub-Unit (AMSU), the Assets and Contract Management Assistant will carry out the following duties:

Assets and Contract Management

•Receives requests and allocates approved requests for furniture, supplies and/or equipment to various departments, sections or missions.
•Makes periodic surveys of departments, sections, or missions to ensure appropriate use of allocated furniture, supplies and/or equipment.
•Communicates with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects.
•Replenishes stock room or warehouse with furniture, supplies and/or equipment, and ensures that these items are securely and properly stored.
•Advises on purchase schedules taking into account needs for anticipated replacement of, and replacement programmes for, existing supplies, furniture, and/or equipment.
•Assists with initiating requisitions, production of Scope of Work (SOW), verifying funding, performing technical evaluations, providing comparative reports of proposed bids, providing preliminary recommendations of successful bids and certifying invoices for payment within the Umoja system.
•Analyses and suggests improvement to the efficient operation of stockroom or warehouse operations.
•Analyses trends on usage, costs, stocking levels, etc. and prepares periodic reports and statistical information.
•Assists in providing detailed specifications for new equipment acquisitions and in making suggestions for adapting existing equipment to new environs.
•Assists in devising systems contract Requests For Proposals (RFPs).
•Oversees the operation of all Assets Management Sub-Unit’s contracts, such as off-site storage and equipment maintenance, by monitoring contract deliverables and ensuring their conformity to the established scope of work and Monitors the contract expenditure and period by generating spreadsheets to record all financial transactions pertaining to the contract and tracking the utilized timeframe in cases of multi-year commitments
•Ensures that all lease-out arrangements are updated in Umoja, as well as on the real estate tracking spreadsheet, and prepares report for management review and IPSAS year-end submission.
•Serves as the Local Process Expert in the Real Estate module by dealing with issues on lease processing and real estate billing and providing trouble-shooting to clients
•Prepares and maintains bi-monthly report on asset acquisition, assists the Supervisor in the preparation of IPSAS annex on PP&E for submission to Finance at year-end, and assists in reviewing and closing Requests/Notifications that have been fulfilled, to be in line with the Umoja practice.
•Supervises staff within Unit.
•Performs other duties as required.

Inventory

•Develops, in close collaboration with the computer programmer, systems designs for asset tracking applications including file structure, records and screen layouts; test new or modified applications for suitability to Sub-Unit’s requirements and make recommendations for improvements.
•Assists in taking physical verification of UN property and in investigating and reconciling discrepancies.
•Ensures UN assets are bar-coded, decaled and tagged as per UN guidelines.
•Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments.
•Assists in preparing a variety of monthly, yearly and ad hoc reports of UN property as required, including those on surplus (damaged/obsolete) non-expendable UN property, on consumption, proposed consumption and local/HQ procurement lead-time for non-expendable UN property, etc.
•Assists in supervising sales and/or disposals of UN property, including preparation of cases for submission to the Local Property Survey Board, grouping of disposed items for inspection by potential bidders, providing logistical and administrative support to Procurement during the sales exercise, as well as during the removal process of disposed items after successful bidding.
•Assists in preparing and issuing catalogues listing non-expendable UN property together with code numbers.
•Supervises staff within Unit.
•Provides training and advises to Property Custodians from all Departments on inventory-related matters.
•Provides administrative and technical support in managing UN owned assets or other UN owned property in Umoja as well as relevant UN asset control databases and trains users on these databases; proposes, implements and/or monitors technical or procedural changes to relevant database(s) as necessary and carries out preliminary programming and testing of those changes within the system.
•Performs verification and data migration of existing property control databases and the migration of data between other UN asset control databases.
•Analyses the life cycle of the existing operational inventory items and provides suggestion for the efficient reduction of all obsolete inventory items for minimum stock level purpose.
•Supervises one (1) inventory and supply assistant and three (3) outsourced staff in management of various inventory stores (including building supply, stationery/office supply and furniture) as well as office equipment maintenance-related matters.
•Performs other duties as required.

Competencies

Professionalism: Demonstrates effectiveness in developing supply contracts, plans, policies, procedures and programmes. Demonstrates fiscal awareness and responsibility. Knowledge of relevant UN rules and regulations, of budgetary and administrative procedures policies and directives, and in particular of inventory and control guidelines, directives and procedures. Ability to develop, maintain and supervise management control systems for assets, materials, services and claims. Strong analytical 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; 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Education

High school diploma or equivalent. Cross-training/Certificate in IPSAS and Umoja is desirable.

Work Experience

A minimum of seven years of progressively responsible experience in contract management, management of assets, operational inventory and supply, logistics, procurement, warehousing or other related administrative areas is required. Proficiency in standard computer programs, such as MS Office is required. A good knowledge of IPSAS and UMOJA subject matters related to the assets, real estate and operational inventory is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. A working knowledge of Thai is highly desirable. Knowledge of another UN official language is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

 

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

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.