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The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Asset Management Assistant with its Head Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
NOTE: Confirmation of the final grade of the post is subject to approval of the budgetary status of the post.
All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment.
Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.
For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see http://www.osce.org/ukraine-smm.
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The incumbent is responsible for handling task at Asset Management including but not limited to day-to-day receiving, delivering, inspecting, recording, control, distribution of the assets, supplies and goods for the Mission.
Under the direct supervision of the National Asset Management Officer the incumbent performs the following duties:
- Performs and coordinates receiving of assets and materials for the Mission. Inspects goods against Purchase Orders, Invoices and Waybills, Transfer documents, Donation Agreements (etc.). Ensures proper bar-coding of assets. Performs receipt registration transactions and assignments in IRMA/Oracle database accordingly. Registers serial numbers, model, manufacturer and other relevant asset information;
- Coordinates distribution of assets to the end-users according to their requests followed by handover procedure and further assignments of assets in the IRMA/Oracle database. Performs daily transactions in the IRMA/Oracle database based on received handovers and requests making sure that the data captured in the system is complete and consistent. Performs re-assignment transfers. Supports asset clearance for separating mission members. Keeps handover documents and transfers files both scanned and in hardcopy. Ensures handover documents, including iAssets (electronic handover documents), submitted timely and makes follow ups on delays, rejections and errors;
- Processes Asset/General Incident Reports on damaged/obsolete/worn out/lost/stolen assets submitted through Request Approval Tracking System (RATS): coordinates replacements, issues, shipments, deliveries, repairs together with Administrative/Warehouse personnel and custodians in field offices as well as in Kyiv, also with Procurement, ICT/Comms, Building Management and service centres (when required);
- Participates in Annual Physical Inventory verification of the assets in the Mission. Supports Annual Inventory findings reconciliation. Prepares and process handovers (both iAssets and hardcopy when necessary), takes follow up actions on not scanned assets and handovers pending signatures;
- Works in close co-operation with IRMA team in the development, application and introduction of IRMA/Oracle database new modules and provides advice to ensure operational effectiveness and consistency. Implements, coordinates and integrates electronic handover procedure (iAsset) in the Mission;
- Ensures that all the asset data within the IRMA/Oracle database is accurate in terms of the category, value and assignment information, etc.;
- Analyses and recommends adjustments work flows in the Asset Management Unit and Warehouse when situation requires. Contributes to the formulation and improvement of policies and administrative instructions particularly in the implementation of inventory management at all levels;
- Carries out preparation of shipments of equipment and personal effects during the deployment/redeployment of the Monitoring Officers;
- Performs other related duties as assigned.
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- Citizenship of Ukraine;
- Completed secondary education supplemented by specialized studies in administration;
- Minimum 4 years of work experience in assets management or inventories, preferably in an international environment;
- Professional fluency in the English, Ukrainian and Russian languages, excellent written and oral communication skills in the mentioned languages;
- Computer literacy with practical experience with Windows and Microsoft applications. Advanced knowledge and skills of MS Excel. Knowledge of ERP systems (Oracle, SAP) is preferable;
- Possession of a valid driving license would be an advantage;
- Ability to adjust to a broad range of new tasks in a complex administrational environment in a short timeframe;
- Customer service oriented; ability to work in a confidential environment and maintain a high level of discretion;
- Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
- Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
- Cultural sensitivity and judgment.
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For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.
Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
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