Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. The Asset Management and Lease Administration Assistant Focal Point consultant to the Asset Management Associate and the Facilities and Administrative Specialist and is entrusted with the assistance in administration of the UN Women Global Lease Database and the custody of the office assets mostly ICT equipment and furniture. The role involves assistance in support and coordination of the review and signature process for all UN Women premises agreements, including commercial leases and memorandum of understanding (MOU) with other UN agencies and/or governments, and assistance with assets physical verification exercise and reporting.

Duties and Responsibilities

The main responsibility for the SSA is to support and implement the following projects:

  • Lease Management Automated System implementation, testing and roll out;

  • Troubleshooting, assistance to Field offices and support at HQ after the system’s rolled out;

  • Assistance in delivering the Lease system’s training to the Field Offices;

  • Assistance with finalizing the Lease Management guidelines and submission for review, clearance and endorsement;

  • Assistance in 2019 Mid-year asset verification and lease certification and 2019 Year end asset verification and lease certification;

  • Assisting the delivery of data analysis and inputs in terms or the Global coordination of establishments of UN Common Premises/UN Houses (50/50 by 2020) based on UNSG reforms;

  • Assistance in the development and implementation of the Asset requests automated system;

  • Assistance with the Lease Management knowledge and database transfer to Record Management, coordination of the filing project for Leases and Assets;

To insure timely delivery of these mentioned above projects, the incumbent will focus on the following:

  • Coordinate with the offshore lease development team and ICT section at HQ to ensure all requests are provided and support plan of the rollout and training of the country offices during the implementation phase (ongoing);

  • Support the planning and preparation of HQ year end lease certification and country offices document submissions for audit and year-end purposes;

  • Review all lease agreements and certifications from country offices and ensure that they are current and accurate in comparison to the summary report and prepare summary of in-kind contribution for free premises (ongoing);

  • Maintain premises agreements in a database to support active lease management, including abstracting, tracking, analyzing and/or comparing critical provisions of the premises agreements, amendments and related documents and generating relevant reports (ongoing);

  • Verify and communicate all expiration dates and other critical information to the relevant field office and follow up to ensure renewal, relocation process is initiated in compliance with the year-end closure requirements (on-going);

  • Support the review of the lease submission guidelines and templates in consultation with UN Women legal, security, programme, procurement and finance sections (ongoing);

  • Support the bi-annual physical verification exercise by planning, checking the accuracy of records and location of property, assist with the data reconciliation and remain responsive for timely submission of HQ asset Certification reports for the year-end closure purposes (ongoing);

  • Update Asset Management System database to be in consistency with the year-end physical verification exercise results and findings (ongoing).

Competencies

Core values and Guiding principles:

  • Show pride in work and achievements, demonstrate professional competence and mastery of subject matter, conscientious and efficient in meeting commitments and achieving results, motivated by professional rather than personal concerns, show persistence when faced with challenges, and remain calm in stressful situations.

    Respect for Diversity: Work effectively with people from all backgrounds, treat all people with dignity and respect, treat men and women equally, show respect for and understand diverse opinions by examine own biases and behaviors to avoid stereotypical responses, and do not discriminate against any individual or group.

Core Competencies:

  • Ethics and Values: Demonstrate and safeguard ethics and integrity.
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
  • Development and Innovation: Take charge of self-development and is taking initiative.
  • Work in teams: Act as a team player and facilitate team work.
  • Communicating and Information Sharing: Facilitate and encourage open. communication and strive for effectively communication.

Functional Competencies:

  • Analyzes general information and selects materials in support of partnership building initiatives.

  • 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.

Required Skills and Experience

  • Bachelor’s degree or higher in finance, international economy or legal is preferred;

  • Minimum two (2) years’ paid work experience in UN Common system is preferred;
  • Paralegal and real estate related experience would be an advantage;

  • Experience in the usage of computers, office software packages (MS Work, Excel, PowerPoint etc), Enterprise Resource Planning Management Systems (ERP);

  • Fluency in written and spoken English;

  • Other UN language would be an advantage.