Associate Property Management Officer

This position is located within the Department of Operational Support, Division of Administration, Facilities and Commercial Activities Service, Property Management and Inventory Control Unit (PMICU). The Associate Property Management Officer reports directly to the Information Management Officer and performs duties under the overall direction of the Chief Chief of Facilities and Commercial Activities Service (FCAS).

The Department of Operational Support provides operational support to UN Secretariat entities globally, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

ResponsibilitiesWithin delegated authority, the Associate Property Management Officer will be responsible for the following duties:

• Supervise the work of the PMICU, establish priorities for the team and provide leadership to junior staff;
• Participate in implementation of changes in systems and business processes driven by the International Public Sector Accounting Standards (IPSAS) financial reporting requirements and other organization-wide initiatives;
• Undertake oversight of property management processes within Departments and Offices at UNHQ;
• Assists departments/offices in the preparation and submission of their asset reports for consolidation of the organization's financial statements;
• Develop procedures, guidance and deliver training to Property Record Custodians (PRCs) on their roles and responsibilities in the property management process;
• Monitor compliance of departments/offices at UNHQ with relevant financial regulations and rules, policy and procedures related to property management;
• Contribute to the review and update of the Standard Operating Procedures (SOPs) related to the management and control of property at UNHQ;
• Coordinate, liaise and facilitate the full cooperation of relevant senior management officials of departments/offices in implementing the property management framework at UNHQ;
• Design, develop and execute plans for coordination of the annual physical verification of UN equipment at UNHQ;
• Analyze data discrepancies, coordinate reconciliation exercises with the departments and offices to ensure comprehensive and accurate inventory records;
• Manage the physical disposal of property at UNHQ in compliance with established guidelines and/or terms and conditions of contract;
• Study the current practice, procedure and methods for write-offs and disposal of property at UNHQ with a view to establish clear procedures in compliance with IPSAS and in line with Umoja;
• Coordinate and manage all contract management activities for outsourced services;
• Review all vendor invoices and ensure that they are submitted for payment for all services rendered in accordance with the terms and conditions of contract;
• Coordinate the management, recording, safekeeping and control of official gifts in accordance with the organization's established policies, processes and procedures;
• Provide advice on the administration and disposal of gifts and liaising with department/office custodians including OUSG, Ethics, Legal, Procurement, as and when required;
• Liaise with Permanent Missions to the UN and other donors of official Gifts to the UN;
• Liaise with art specialists (art handlers), consultants, conservators, curators) to review and coordinate any maintenance, repair or conservation work to the donation;
• Perform any other related duties as assigned.

Competencies

Professionalism: Knowledge of principles and policies on property assets and inventory management. Demonstrated operational expertise in property management with an understanding of all asset types, including those of architectural and building facilities nature as well as gifts to the Organization. Ability to apply organization policies and procedures in work situations. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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.

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 and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required and allows for contingencies when planning; monitors and adjusts plans and actions as necessary and uses time efficiently.

Education

An advanced university degree (Master's degree or equivalent degree) in business administration, logistics, accounting, project management, computer science or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme examination (YPP) or the general service to professional examination (G to P).

Work Experience

A minimum of two years of progressively responsible experience in administration, property management, logistics, auditing, database systems and related areas or the successful completion of the Young Professionals Programme Examination (YPP)/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P) is required.
Experience in creating ERP (such as SAP) Business Intelligence reports is required.
Experience in assets of architectural and building facilities nature is desirable.
Experience in gifts custodianship and assets repository management is desirable
Experience in technical and procedural property management issues in a government/international organisation is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereafter is subject to the availability of the post or funds, budgetary approval or extension of the mandate.

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.

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.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.

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.