: MTGS-Facilities and Property Management Unit
: Austria-Vienna-Vienna-IAEA Headquarters
: 2020-10-16, 11:59:00 PM
Organizational Setting
The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).
The Facilities Management Section provides technical advice and has overall responsibility for the implementation of major facilities management specific projects and administrative services including property management and multi-media services for the IAEA. The Section comprises of two Units, namely the Facilities and Property Management Unit and the Project and Technical Support Services Unit.
Main Purpose
Under the supervision of the Supervisor, Property Management Group (PMG), the Property and Contracts Management Assistant maintains property records and monitors a wide range of FMS contracts for the supply of goods, services and projects for contract compliance. He/she oversees the day-to-day cleaning operations and daily delivery of the assigned contract.
Functions / Key Results Expected
Following established standards and procedures the Property and Contract Management Assistant:
Property
Inspects assets received by the IAEA, screens and classifies these for entry into the asset register in AIPS, assigns and affixes barcode labels on new assets.
Carries out physical inventory verifications of non-expendable equipment, attractive and group items to verify the accuracy and completeness of asset register.
Performs data entry tasks in the Agency’s ERP system – AIPS for the recording of assets and other property databases to ensure complete and accurate records.
Assists with the receiving and the disposal of the Agency’s surplus equipment including physical relocation of assets at the IAEA Headquarters and at the IAEA Seibersdorf Laboratories.
Guides Agency staff during the AIPS asset self-verification exercises on procedures.
Collects ad-hoc data for reconciliation purposes, statistics and reports.
Contracts
Monitors contractors compliance with all aspects of the contract including daily operations for the delivery of services.
Issues daily cleaning service instructions and re/scheduling cleaning activities to suit operational needs.
Monitors and records the Key Performance Indicators (KPI) established for all aspects of the service delivery and performance of the Contractor.
Organizes review meetings to discuss the day-to-day operations and performance of the contract.
Act as the FMS Customer Focal Point providing front line support to all Agency Staff for all issues related to cleaning and the delivery of water for offices, conferences and meetings.
Competencies and Expertise
Core Competencies
| Name | Definition |
|---|
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| Planning and Organizing | Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. |
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| Communication | Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. |
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| Achieving Results | Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. |
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| Teamwork | Actively contributes to achieving team results. Supports team decisions. |
Functional Competencies
| Name | Definition |
|---|
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| Analytical thinking | Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. |
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| Client orientation | Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. |
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| Resilience | Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. |
Required Expertise
| Function | Name | Expertise Description |
|---|
| | |
| General Services | Inventory and Supply | Knowledge of inventory control handling principles and procedures. |
| | |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Good knowledge of computerized relational databases, handling queries, forms and reports from data in the ERP. |
Asset Expertise
| Function | Name | Expertise Description |
|---|
| | |
| General Services | Building Services | Knowledge of the layout and functioning of the Vienna International Centre an advantage. |
| | |
| Management and Programme Analysis | Project Management | Some Knowledge of contract or project management main principles. |
Qualifications, Experience and Language skills
Completed secondary education.
Additional Contract or Project management training will be an advantage.
Minimum of five years of relevant working experience in facilities, customer relations, contracts, procurement including experience in an international environment.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, German, Russian and Spanish) is an asset.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 47422 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance
Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.
