Job Opening

Posting Title: Inventory Assistant and Commissariat Operator, G5
Job Code Title: PROPERTY CONTROL AND INVENTORY ASSISTANT
Department/Office: International Civil Aviation Organization
Duty Station: MONTREAL
Posting Period: 12 July 2022 - 25 September 2022
Job Opening Number: 22-Property and Asset Management-ICAO-186142-R-Montreal (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Property Control & Logistics and Commissariat Unit (PCL) is responsible for all asset receiving, asset management, and Inventory database for all of ICAO HQ and Regional Offices. PCL is also responsible for mail, diplomatic pouch and management of the Commissariat. The incumbent reports directly to the Head, Property Control, Logistics and Commissariat who assigns tasks, and decides on priorities. The incumbent is expected to work under the general supervision of the H/PCL, with whom s/he consults on complex technical matters.

Responsibilities

Function 1 (incl. Expected results)
Carries out regular inventory controls jointly with multiple organizational entities and makes recommendations to H/PCL on repairs, replacements and purchase of new items, achieving results such as:

• Assist in regular conduct of physical inventory jointly with multiple organizational entities (such as ICT, etc.)
• Coordinate the scheduling of inbound asset deliveries in the Shipping/Receiving area with H/PCL.
• Evaluate and assess the quality of items and perform inspection to ensure completion of incoming orders.
• Tag and record all incoming equipment, materials and other assets. Coordinate with originating office to ensure efficient delivery.
• Assist in the Investigation of discrepancies related to lost/damaged items.
• Perform general inventory activities assigned by H/PCL.

Function 2 (incl. Expected results)
Acts as super user and primary focal point for electronic systems and software used for inventory management and controls, according to IPSAS standards, achieving results such as:
• Serve as a focal point for to ensure the timely update of the Fixed Asset Management Module of AGRESSO and other electronic systems and software.
• Maintain electronic records to track fixed assets throughout its life cycle and ensure accuracy and timely updates of systems and databases.
• Oversee the inventory control system for ICAO Headquarters and Regional Offices, complying with the International Public Sector Accounting Standards (IPSAS)
• Provide support and guidance to users and perform helpdesk functions.

Function 3 (incl. Expected results)
Monitors inventory status, including advising the supervisor of the need for intervention in case of any unforeseen problems, achieving results such as:

• Ensure the timely preparation, approval and record keeping of inventory documents and forms.
• Assist in the preparation and filling of incident reports.
• Maintain document archives and update inventory data on a daily basis.
• Provide backup to the H/PCL on inventory control of assets matters.

Function 4 (incl. Expected results)
Performs Commissariat activities, achieving results such as:

• Operate the point of sale system, as per ICAO Commissariat Policy, during regular and special store hours for large events.
• Greet customers and answer inquiries about specific products
• Replenish shelves, display areas and stock room in a timely and efficient manner.
• Prepare documents for purchasing and receiving products. Record new items in the Retail Management system (Microsoft RMS) and ERP (Agresso).
• Liaise with HR, LEB and building security to ensure access rights for all customers in the POS system.
• Prepare weekly cash register receipts and closing documents to maintain the record of monthly sales.

Function 5 (incl. Expected results)
Assists the Regional Offices with inventory requests, achieving results such as:

• Provide support to Regional Offices concerning inventory assets.
• Maintain and update Inventory Master List of Regional Offices assets.
• Provide weekly feedback to H/PCL regarding IT and Non-IT assets.
• Prepare preliminary Write-Off lists for Regional Offices and update the data accordingly with the supervisor.

Function 6 (incl. Expected results)
Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge and skills in office automation equipment and MS Office applications. Knowledge of inventory management practices and pertaining rules such as IPSAS. Strong communication skills. Understanding of the international environment and dealing with sensitive and confidential matters with diplomacy and tact. Sound judgment, thoroughness, accuracy, attention to detail and flexibility. Initiative and proactive approach to tasks. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Teamwork: Ability to perform in fast-paced environments. Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Ability to effectively communicate with clients from the international aviation community. Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Education

Essential
Successful completion of secondary education.

Desirable
• CEGEP or equivalent education.
• Additional training or certification in business administration, finance, inventory control, logistics, retail management of assets, or in a related field.

Work Experience

A minimum of five (5) years of experience in inventory management, auditing, retail management, or related field is required

Experience in retail cashier and customer service is desirable

• Experience in receiving/shipping for IT and Non-IT assets is desirable

Languages

Essential
Fluent reading, writing and speaking abilities in English and French.

Desirable
A working knowledge of any other language of the Organization (Arabic, Chinese, Russian, Spanish).

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

NOTE: Please note that candidates who previously applied will be considered, and need not reapply.

Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit.

It should be noted that this post is to be filled on a fixed-term basis for an initial period of one (1) year (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC),

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration: Level Net Base Salary per annum
G-5 CAD 40,362

United Nations Considerations

In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.

Sorry, this job opening is no longer available.
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