Fixed Assets Management Associate, Administrative Services Division

Application Deadline :02-Mar-13 (Midnight New York, USA)
Additional Category :Management
Type of Contract :FTA Local
Post Level :GS-7
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :Two years
Expected Duration of Assignment :Renewable based on satisfactory performance
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.


The Administrative Services Division (ASD) within the Office of Financial Resources Management (OFRM), provides cost-effective and timely services to Country Offices and Headquarters in the areas of premises management, inventory management and travel services.
Under the guidance and direct supervision of the Manager of the Operations Services Sections/ASD/OFRM, the Fixed Asset Management Associate is responsible for supporting the IPSAS business process results in the accounting for the procurement, utilization and disposal of the assets at Headquarters and Country Offices.
The Fixed Assets Management Associate supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; administers and executes processes and transactions ensuring high quality and accuracy of work. The Fixed Assets Management Associate promotes a client, quality and results-oriented approach.

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies.
  • Support in Asset Oversight Management.
  • Support to knowledge building and knowledge sharing
Implements operational strategies focusing on achievement of the following results:
  • Assist the Manager, Operations Services Section/ASD/OFRM, in setting up assets management procedures for UNDP Headquarters.
  • Ensure that receiving, of all incoming equipment, furniture and supplies is in line with established policy.
  • Review assets in the Asset Module to ensure that all fields are complete and the asset dashboard shows 100%.completion.
  • Ensuring that all the requisite asset management information is captured in Atlas.
  • Review Asset Module to ensure Capitalization of appropriate items in accordance with UNDP's policies governing asset classes, estimated useful lives and elements of cost; and the relevant CAP and NONCAP profiles.
  • Ensuring proper utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to expense item, in accordance with UNDP's policies and procedures and in compliance with IPSAS.
  • Support to the management on review of requests for physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and final approval before recommending for removal in Atlas Module.
  • Oversight of disposal of items and accuracy of inventory data.
  • Assist in the reconciliation of annual physical inventory verification exercise to ensure accuracy of records and location of property.Ensure that managers sign off on the physical count and correctness of the inventory system database.
  • Preparation, certification and timely submission of inventory reports.
  • Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.
  • Routinely monitors financial exception reports for unusual activities, transactions; and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
Supports in the asset oversight management for UNDP as a whole, focusing on achievement of the following results:
  • Implementation of regular reconciliation of the asset register to general ledger balances.
  • Ensuring annual management checks of all assets for existence, continuing use, remaining life and obsolescence.
  • Ensuring annual management reviews of all assets for impairment.
  • Implementation of regular reviews of useful lives.
  • Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. Consolidation and preparation of summary statements for inclusion in the financial statements.
Supports knowledge building and knowledge sharing in UNDP HQ, focusing on achievement of the following results:
  • Training of office staff engaged in the conduct of physical inventory.
  • Briefing of staff members on issues relating to area of work.
  • Sound contributions to knowledge networks and communities of practice.
Impact of Results:

The key functions have an impact on the overall efficiency of HQs and COs in financial resources management and on the success in the introduction and implementation of operational strategies. Accurate, thoroughly researched and documented financial information and the timely and appropriate delivery of services ensure client satisfaction; and enhance UNDP's credibility in the application of IPSAS and the use of financial resources.


Functional Competencies:
Building Partnerships
Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives.
  • Tracks and reports on mobilized resources
Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things.
  • Identifies and communicates opportunities to promote learning and knowledge sharing.
Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position.
  • Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (broad range of specialized knowledge related to asset management).
  • Identifies new and better approaches to work processes and incorporates same in own work.
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
  • Demonstrates good knowledge of information technology and applies it in work assignments.
Promoting Organizational Change and Development
Presentation of information on best practices in organizational change
  • Documents best practices in organizational change and development within and outside the UN system.
  • Demonstrates ability to identify problems and proposes solutions.
Design and Implementation of Management Systems
Data gathering and implementation of management systems
  • Uses information/databases/other management systems.
  • Makes recommendations related to work procedures and implementation of management systems.
Client Orientation
Maintains effective client relationships
  • Reports to internal and external clients in a timely and appropriate fashion.
  • Organizes and prioritizes work schedule to meet client needs and deadlines.
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
    Responds to client needs promptly.
Promoting Accountability and Results-Based Management
Gathering and disseminating information
  • Gathers and disseminates information on best practice in accountability and results-based management systems.
  • Maintains databases
Core Competencies:
  • Demonstrate corporate knowledge and sound judgment.
  • Self-development, initiative-taking.
  • Acting as a team player and facilitating team work.
  • Facilitating and encouraging open communication in the team, communicating effectively.
  • Creating synergies through self-control.
  • Managing conflict.
  • Learning and sharing knowledge and encourage the learning of others.
  • Informed and transparent decision making. 

Required Skills and Experience

  • Secondary Education with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement.
  • Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
  • Long-listed candidates will be required to undergo the UNDP Accountancy & Finance Test.  Please review the guidelines at UNDP Accountancy and Finance Test.
  • Minimum 7 years of relevant experience in accounting and financial management, preferably in an international setting and utilizing an Enterprise Resource Planning (ERP) system that integrates all data and processes of an organization into a unified system.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).
  • Advanced knowledge of spreadsheet and database packages.
  • Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
  • Knowledge of IPSAS and/or IFRS required.
  • Fluency in English.
  • Knowledge of French or Spanish is a plus.
Please submit a fully completed and signed UNDP Personal History Form (P-11) which can be downloaded at Please include email addresses for your Supervisors. Without the completed and signed P11, your application will not be considered.Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
Fund Code  - 80196

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