Background

UN Women’s Procurement Unit seeks the expertise of a local consultant with a Fixed Asset Management background and experience with the Enterprise Resource Planning (ERP-ATLAS) system.  The incumbent will work with the procurement section to support Asset Management initiatives including implementation of key audit recommendations and support the ongoing project activities among others.

Under the guidance of Chief of Procurement Section and in alliance with the UN Women procurement staff members the consultant will be responsible for the following key responsibilities.

Duties and Responsibilities

Summary of Key Functions:

  • Support the implementation of Asset Tracking Software;
  • Support the implementation of Audit’s Recommendations;
  • Support the Asset Management process improvements and Standard Operation Procedures (SOP) development;
  • Provide support in the Management of Capital and Non-Capital Assets;
  • Provide support to knowledge building and knowledge sharing initiatives.

Asset Tracking System Implementation:

  • Support and finalize the implementation of the Asset Tracking System including documentation of the user manual for the application, asset tagging, testing and roll out;
  • Prepare ATS training material and power point presentation for the users.

Support the implementation of the audit recommendations:

  • Support the implementation, testing and roll of  the new  procurement catalogue and align the asset classes and categories to avoid misclassifications in the Atlas system;.
  • Review the physical verification documents and lease certification documents from the country offices to ensure completeness and identify/resolve any adjustments as necessary;
  • Review the current asset register, identifying assets without Serial numbers and Tag numbers and work with the business units to ensure that they are all updated in Atlas;
  • Review the current assets in the asset register to ensure they are correctly aligned with their respective categories for depreciation purposes and re-classifying any assets that are incorrectly aligned.

Asset Management process improvements and SOP:

  • Finalize the Asset Management SOPs, Webinar recording and roll out;
  • Support and asset focal point daily  responsibilities including initiating and submitting asset transactions (asset disposals, transfers and other requests)  for approval in accordance with the delegation of authority at headquarters;
  • Record the tag numbers, serial numbers and add/update location codes and custodians in Atlas as soon as possible after receipt of asset to facilitate oversight and control;
  • Monitoring the asset movements and working with ICT to ensure the new locations are updated in Atlas.
  • Support 2014 year-end physical asset verification exercise, plan and execute the exercise, check the accuracy of records and location of property and remain responsive for timely submission of the asset certification letter to and other documents for approval;
  • Assist in the reconciliation of the year-end physical verification exercise results to records in Atlas asset module and complete the necessary adjustments in Atlas.

Competencies

Core values and Guiding Principles:

Integrity:

  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.  

Professionalism:

  • Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work. 

Cultural sensitivity and valuing diversity:

  • Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
  • Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.  

Core Competencies:

Ethics and Values:

Organizational Awareness:

  • Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

  • Take charge of self-development and take initiative. 

Work in teams:

  • Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds. 

Communicating and Information Sharing:

  • Facilitate and encourage open communication and strive for effective communication. 

Self-management and Emotional Intelligence:

  • Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others. 

Continuous Learning and Knowledge Sharing:

  • Encourage learning and sharing of knowledge Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

Functional Competencies:

  • Excellent organizational skills and sound judgment;
  • Strong sense of initiative and ability to prioritize and work independently;
  • Ability to write and present information in a clear manner;
  • Ability to anticipate the needs of the unit and to take proactive steps.

Required Skills and Experience

Education:

  • Bachelor’s degree preferably in Finance & Accounting.

Experience:

  • At least two years of experience in the area of Asset Management;
  • Knowledge of Fixed Asset capitalization and Accounting;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of database packages, working experience in web based ERP financial systems, in particular must have experience in PeopleSoft;
  • Previous experience in UN Women ATLAS environment and with UN Women Finance Section would be an advantage due to time constraints.                                                                                                           

Language:

  • Fluency in written and spoken English;
  • Knowledge of French or Spanish is an asset.