Posting Title: Property
Management Officer (Temporary), P3 (Temporary Job Opening)
Job Code Title: Property
Management Officer
Organization: United Nations
Office at Vienna (UNOV)
Duty Station: Vienna, Austria
Posting Period: 13 July 2023 - 04
August 2023
Job Opening Number: 23-Property
and Asset Management-UNOV-213457-J-Vienna (X)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism,
Respect for Diversity
Org. Setting and Reporting
This position is located in the General Support Section
(GSS), Division for Management (DM), United Nations Office at Vienna (UNOV) /
United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The
Property Management and Supply Chain Officer will report to the Chief, General
Support Section (GSS).
Responsibilities
Within assigned authority, the incumbent will be responsible
for the following:
• Contribute to the set-up and management of a modern property management
function covering all global UNOV/UNODC presences, UN Secretariat and UN system
entities serviced by UNOV/UNODC, and all types of UN property. Associated tasks
include but are not limited to:
(a) provide support in developing, disseminating and implementing operational
level policy with the aim of improved and uniform practices within UNOV/UNODC
and alignment with other UN Secretariat or UN system entities serviced in the
management of UN property.
(b) provide support by holding property management delegation and exercising it
in accordance with the global delegation of authority and accountability
framework, as well as, contributing to setting-up a delegation of authority
structure within UNOV/UNODC in line with global thresholds and required
segregation of duties;
(c) assist in establishing priorities, key actions and key performance
indicators for strengthening the stewardship of UNOV/UNODC physical resources,
following the UNHQ deployed property management and accountability framework;
(d) perform and manage associated tasks in the relevant Umoja modules and
ensure appropriate role assignment of users at Vienna HQ and UNODC field
offices, while also act as functional approver;
(e) contribute to developing and conducting training as well as drafting
standard operating procedures;
(f) contribute to the establishment, promotion and support of a forum of
exchange of best practices across UNOV/UNODC and serviced client entities;
(g) prepare reports and data-based trend analysis in order to support business
intelligence and capital budgeting at UNOV/UNODC;
(h) provide recommendations to management and relevant intergovernmental review
bodies based on data analysis;
(i) collaborate with other stakeholders regarding the re-design and adoption of
new business processes for fixed assets and inventory management and accounting
in relation to the in-house SAP system, Umoja.
(j) act as focal point and main interlocutor of the Global Asset Management
Policy Service (GAMPS) in the Office of Programme Planning, Finance and Budgets
(OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC)
regarding policy inputs, application, monitoring and reporting;
• Act as the deputy to the Chief, General Support Section for the mainstreaming
of the in-house SAP (Umoja) Supply Chain Planning Tool (SCPT) at UNOV/UNODC,
with a particular focus on increasing its usability in UNODC field offices.
• Act as interlocutor at the operational level with the Office of Supply Chain
Management (OSCM)/Department of Operational Support (DOS) and the Enterprise
Resource Planning Solution Division (ERPSD)/Department of Management Strategy,
Policy and Compliance (DMSPC) regarding improvements to the in-house SAP system
“Umoja” solution, integration and technical issues in the area of supply chain
management, procurement and property management.
• Provide guidance and support to UNOV/UNODC end-users, process owners, local
process experts (LPEs) and clients by analysing issues related to Umoja supply
chain, procurement and property management functionality.
• Keep local process experts (LPEs), divisional and Field Office Focal Points
informed of all the new processes related to Umoja and provide guidance on the
procedures relating to supply chain management, procurement, and property
management.
• Provide guidance to Security Liaison Officers (SLO) and SLO focal points on
user provisioning of Umoja roles and address any irregularities.
• Keep content on the UNOV/UNODC’s Client Support Portal (CSP) relating to the
in-house SAP system “Umoja” supply chain planning, procurement, property
management, user access provisioning, master data management as well as
delegation of authority up to date.
• Contribute to the development, implementation and management of an
environmental management system for UNOV/UNODC.
• Act as organizational focal point for the United Nations Business
Intelligence (UNBI) Supply Chain Management taskforce, providing inputs and
recommendations on Key Performance Indicator (KPI) reports.
• Actively use information and contribute to developing dashboards, infographics
for decision-making by leveraging information available from the in-house SAP
system “Umoja”.
• Collect and analyze data to identify trends or patterns and provide insights
through graphs, charts, tables and reports using data visualization methods to
enable data-driven planning, decision-making, presentation and reporting.
• Perform other work-related duties as may be required.
Competencies
Professionalism: Has knowledge and understanding of
theories, concepts and approaches relevant to property and supply chain
management as well as procurement. Knowledge of IPSAS requirements in relation
to fixed assets. Knowledge of property management and/or real estate. Ability
to conduct independent research and analysis, identify issues, formulate
options and make conclusions and recommendations. Knowledge of accounting
principles, procedures and standards. Ability to apply conceptual, analytical
and evaluative skills in property and supply chain operations. Ability to
conduct independent research and analysis, identify issues, formulate options
and make conclusions and recommendations. Ability to analyze and interpret data
in support of decision-making and convey resulting information to management.
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.
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.
Client Orientation: Considers all those to whom services are provided as
"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.
Education
Advanced university degree (Master’s degree or equivalent)
in property management, asset management, supply chain management, accounting,
real estate, business administration, finance or related field is required.
A first-level university degree in similar fields in combination with two
additional years of qualifying experience may be accepted in lieu of the
advanced university degree.
Job - Specific Qualification
IPSAS certification or similar is required.
Work Experience
A minimum of five years of progressively responsible
professional experience in supply chain management, logistics execution,
finance, procurement, property management, administration or related field is
required.
Working experience within the United Nations system or a similar international
organization is desirable.
Working experience with the Financial Regulations and Rules of the United
Nations or a similar international organization is desirable.
Experience with a change management project is desirable.
Experience with databases, SharePoint, or document management systems is
desirable.
Working experience with the United Nations Secretariat ERP system “Umoja” is
desirable.
Experience in developing and conducting training in the property management,
supply chain area, procurement and other cross functional processes is
desirable.
Experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United
Nations Secretariat. For the post advertised, fluency in English is required.
Knowledge of another United Nations official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment
exercise and a competency-based interview.
Special Notice
This position is temporarily available until 12 March 2024.
Filling of this temporary vacancy and actual duration is subject to
availability of the post and funding. If the selected candidate is a staff
member from the United Nations Secretariat, the selection will be administered
as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an
opportunity to gain new work experience, the selection for this position is for
a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this
temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have
been recruited through a competitive examination administered according to
staff rule 4.16 or staff selection process including the review of a central
review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will
reach the mandatory age of separation or retirement within the duration of the
current temporary need period are not eligible to apply.Submitting an
application or selection for the current temporary job opening does not delay
or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for
the current temporary job opening must indicate the reason for their last
separation as "retirement." Such retirees shall not be employed by
the Organization, unless (a) the operational requirements of the Organization
cannot be met by staff members who are qualified and available to perform the
required functions; and (b) the proposed employment would not adversely affect
the career development or redeployment opportunities of other staff members and
represents both a cost-effective and operationally sound solution to meet the
needs of the service.
Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through
the young professionals programme who have not served for a minimum of two
years in the position of their initial assignment are not eligible to apply to
this position.
At the United Nations, the paramount consideration in the recruitment and
employment of staff is the necessity of securing the highest standards of
efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and organizational
needs. The United Nations is committed to creating a diverse and inclusive
environment of mutual respect. The United Nations recruits and employs staff
regardless of gender identity, sexual orientation, race, religious, cultural
and ethnic backgrounds or disabilities. Reasonable accommodation for applicants
with disabilities may be provided to support participation in the recruitment
process when requested and indicated in the application.
The United Nations Secretariat is committed to achieving 50/50 gender balance
and geographical diversity in its staff. Female candidates are strongly
encouraged to apply for this position.
Vienna is classified as a H and family duty station.
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.
Reasonable accommodation may be provided to applicants with disabilities upon
request, to support their participation in the recruitment process.
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.
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.
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