9 December 2018
- 23:59 Central European Time (CET/CEST)
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.
Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
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;
Assists in asset dispositions;
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;
Performs other related duties as assigned.
Ukrainian citizenship or holding permanent resident status in 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;
Holding a valid driving license;
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.
Commitment: Actively contributes to achieving organizational goals
Diversity: Respects others and values their diverse perspectives and contributions
Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
Accountability: Takes responsibility for own action and delegated work
Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
Planning: Works towards the achievement of goals in a structured and measured manner
Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
Initiative-taking: Proposes and initiates new ideas, activities and projects
Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Monthly remuneration, subject to social security deductions is 988.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and social security/ Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
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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