FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Chief, COR/AML, the Office Assistant provides administrative support in the following key functions:

• Serves as the main focal point for the technical and administrative functions related to the inventory, including hardware and software, and the monitoring and tracking of headquarters assets recorded therein.
• Main focal point for the Property and Control Inventory for all Field Offices and BMS using the SAP Asset management module to monitor, track and verify as required.
• Ensures that the UNIDO assets are barcoded and tagged as per the UNIDO guidelines;
• Maintains a comprehensive electronic database of expendable UNIDO property;
• Prepares management reports;

• Provides administrative and technical support to the field offices, including ordering of new furniture and equipment and troubleshooting;
• Generates regular monitoring reports for management and audit purposes.
• Acts as the primary focal point for the AML storage area, ensuring proper inventory control.
• Coordinates the auctions and bidding exercises for RB/OB assets and inventory recommended by the Property Survey Board for disposals;
• Support the use of automation and technology for effective and agile operations.
• Serves as the backup for office space allocation and relocation;
• Provides support for archive and record management;

• Provides support for vendor master data management in coordination COR/FIN and COR/PRO to ensure segregation of duties.
• Provides support for gift management and storage in coordination with COR/EAU
• Provides support for the telecommunication and video conferencing equipment services;
• Supports other staff in AML during peak periods or absences;
• Performs other related tasks, as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education:

Completed secondary education, such as a high school diploma or equivalent is required.

Technical and Functional Experience:

• A minimum of eight (8) years of working experience in the related fields of the post, such as in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.

• Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is required.
• Experience and/or proficiency in using Microsoft Office (Outlook, Word, Excel), and the internet is required.

• Experience with SAP Supplier Relationship Management (SRM) for procurement or asset management, is required.
• Experience with Service Management Tools such as TopDesk,JIRA,OTRS,ServiceNow, or similar, is required.

Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post.

Languages:

Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable.