OPCW eRecruitment
Asset and Facilities Management Assistant
   
Post Level  GS-4 Closing Date :     10 November 2018 (-33 days left)
Vacancy Ref  E-ADM/ISS/AFMA/F0083/GS-4/48/08-18
Branch  Office of the Director (ADM)
Division  Administration Division
Date  11 October 2018
 
This fixed-term appointment is for a duration of two years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
 
 Principal Functions  Requirements

Under the supervision of the Head of Infrastructure Support Services(ISS) and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties:

A. Maintain the inventory of PSB assets
· Under the direct control of the Head of the Property Holding Unit, act as the Asset Holding Coordinator.
· On a monthly basis, review and advise on replenishment of equipment stocks and kitchen supplies.
B. Monitor distribution of ISS assets
· Track assets through the central HardCat system.
· Check assets and supplies in/out.
· On instruction, arrange warranty claims and track repairs.
· Quarterly review furniture stock levels, report to Head including any storage limitations.
C. Receiving Officer
· The ISS Receiving Officer is responsible for examining that all goods and services have been delivered and received according to the requirements of the orders placed. Bring to the attention of the Certifying Officer in writing the deficiencies, if any, between the goods/services received and the orders placed. Prepare receipt and inspection reports for goods/services and expendable property. If necessary, ensure the completeness of orders, also by arranging technical support from the requisitioners.
D. Contract Administration
· Record invoices and payments of goods and services in the ISS database after checking that certifications of compliance/performance have been received.
· Follow-up with vendors on quotations requested, invoice queries and credit notes.
E. Purchasing and Budget Administration
· Help to prepare requisitions and Direct Purchase Orders for the procurement of goods and services.
· Assist the Head, ISS in checking the availability of funds and other related budget exercises;
· Check invoices for goods and services received by ISS and monitor expenditures against each PO;
· Assist the Head, ISS in preparing monthly budget allocation reports, including Unliquidated Obligation (ULO) reports and cost reports.
F. ISS Helpdesk and Correspondence Management (CMS)
· Monitor service requests made to ISS via its Help Desk system and assign resources according to given guidelines, including following up on progress;
· Register all incoming and outgoing correspondence of the Section in the Correspondence Management System (CMS);
· Assist the Head, ISS in various administrative tasks.

Perform other duties as required such as acting on behalf of other administrative staff of the branch and/or the section, for example, Communication Management Assistant, Correspondence Management Assistant or the Procurement Assistant during leaves of absence or seasonal peaks.


 Knowledge and Skills

Education (Qualifications):
Essential:
· High School Diploma or equivalent diploma of secondary education.

Skills and Abilities (key competencies):
· IT literacy in common business systems and experience with the operation of regular, current office equipment;
· Experience in inventory and asset management and store keeping;
· Ability to write in a clear and concise manner in English and to take meeting notes;
· Experience in procurement processes and systems;
· Good understanding of budget and financial processes;
· Excellent communication and interpersonal skills;
· Ability to work in team in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
· Tact, discretion and accuracy;
· Effective organisational skills and ability to handle a large volume of work in an efficient and timely manner;
Initiative and willingness to learn new skills.

 Experience

Essential:
· At least three years of relevant experience in administrative/clerical work.

Desirable:
· Previous work experience in an international organisation is considered to be an asset; Experience with inventory record keeping software and computerised contracts administration systems.

 Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

 
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions). Net Salary   EUR 36,231
 
CANDIDATES ARE ADVISED THAT ONLY APPLICATIONS SUBMITTED BEFORE THE CLOSING DATE AND THROUGH OUR WEB-BASED E-RECRUITMENT SYSTEM WILL BE CONSIDERED.
STAFF MEMBERS IN THE GENERAL SERVICES CATEGORY ARE RECRUITED AND PAID ON A LOCAL BASIS
Interested applicants who are unable to submit an application online at www.opcw.org, due to technical problems, are requested to send an e- mail to
Recruitment@opcw.org explaining the problem.
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.