Historique

The Facilities and Administrative Services (FAS) unit within the Division of Management and Administration (DMA), provides cost-effective and timely services to Regional Offices (RO), Multi Country Offices (MCO), Country Offices (CO) and Headquarters (HQ) in the areas of premises management and non-expendable asset (fixed asset) management.

Under the guidance of the Administrative and Facilities Specialist and the Finance Specialist – Asset & Revenue Management, the Asset Management Associate is responsible for the IPSAS business process results in the accounting for the procurement, utilization and disposal of the assets at RO/MCO/CO and HQ. The Assets Management Associate supports the overall management and control of expendable and non-expendable UN Women assets, administers disposal of assets and subsequent updating of fixed asset data; administers and executes processes and transactions ensuring high quality and accuracy of work. The Assets Management Associate promotes a client, quality and results-oriented approach.

Under the guidance of the Administrative and Facilities Specialist, the Asset Management Associate administers and  coordinates the review and clearance of lease agreements and premise engagements for all UN Women locations. This includes relocations, renewals and establishment of new office locations.

Devoirs et responsabilités

Implement operational strategies

  • Provide technical support in promulgating assets management procedures;
  • Ensure that receiving, of all incoming fixed assets is in line with established policy;
  • Provide technical support with asset disposals and transfers in ATLAS, adjusting costs via basic add and reinstatement of assets, in accordance with Delegation of Authority and Internal Control Framework;
  • Review assets in Asset Module on monthly basis to ensure that all fields are complete and monitor the asset dashboard;
  • Ensure that the In-Service asset management report is accurate and complete and review on a monthly basis;
  • Work with Regional offices, Country offices and headquarters to address issues found during monthly reviews;
  • Provide technical support in the review of Asset Module and In-Service reports to ensure "Capitalization" of appropriate items in accordance with UN Women's policies governing asset classes, estimated useful lives and elements of cost; and the relevant fixed asset ATLAS profiles;
  • Ensure proper "expensing" of non-fixed asset items, in accordance with UN Women's policies and procedures and in compliance with IPSAS;
  • Provide technical support and review of assets disposal and acquisition documentation for submission to the Acquisition Management Review Committee (AMRC); follow up with the requesting unit and obtain final approval before recommending removal in ATLAS Module. Oversight of HQ disposal of items and accuracy of fixed assets data;
  • Provide technical support in the reconciliation of annual physical verification exercise results for HQ to ensure accuracy of records and location of property Ensure that HQ units sign off on the verification exercise certification documents;
  • Prepare reports or reconciliations required on UN Women fixed assets for audit, or management decision making as requested;
  • Routinely monitor exception reports for unusual activities, transactions, and investigate anomalies or unusual transactions.

Provide technical support in the Fixed Assets Oversight management for UN Women

  • Ensure annual management checks of all assets for existence, continuing use, remaining life and obsolescence and reviews of all assets for impairment;
  • Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.

Provide technical support to Lease Management

  • Coordinate the timely review and clearance of lease agreements and premise engagements for all UN Women locations. This includes relocations, renewals and establishment of new office locations;
  • Perform monthly review of upcoming lease expirations and communicate with office or headquarters to ensure forward planning for renewals or terminations;
  • Provide technical support to the planning and preparation of HQ year end lease certifications and document the country office submissions for audit and year end close purposes;
  • Provide technical support to the automation of the lease management process, including coordination with the IST development teams and other internal stakeholders to ensure all requests are provided and support the rollout and training of the country offices during the implementation phase.

Assist in managing UN Board of Audit (UNBOA) and other audit-related commitments to audit observations (supplier performance management, other compliance issues):

  • Introduce and manage a consolidated supplier performance tracking sheet based on the DIFOTIS principle (Delivered on, in Full, on Time and within Specifications) for high-value procurement cases mandatory to the entire organization;
  • Provide and roll-out a supplier performance tracking sheet based on the DIFOTIS principle for low value procurement at the office/ department level mandatory for every office/ department with delegation of authority;
  • Review and analyze supplier performance evaluations for both high-value and low-value procurement and addresses possible performance issues with the Chief of Procurement for action;
  • Provide support to keeping the Procurement Unit and Administrative Unit intranet and internet up-to-date.

Key Performance Indicators

  • Timely tracking and managing of assets
  • Quality support to field offices in assets management
  • Quality reports which provide support to decision making
  • Timely management of leases
  • Timely management of supplier performance tracking

Compétences

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies:

  • Ability to identify problems and propose solutions;
  • Ability to make recommendations related to work procedures and implementation of management systems;
  • High attention to detail;
  • Strong time management and organizational skills;
  • Strong communication and interpersonal skills;
  • Advanced knowledge of spreadsheet and database packages.

Qualifications et expériences requises

Education:

  • Completion of high school (secondary education) is required;
  • Bachelor degree in Business or Finance related topics is an advantage but not a requirement;
  • Passing of UN administered clerical (ASAT) test before taking up assignment, is required where Bachelor degree is not achieved.

Experience:

  • Minimum of 7 years of relevant experience in fixed asset management and  accounting preferably in an international setting and utilizing an Enterprise Resource Planning (ERP) system;
  • Experience in lease management is highly desirable;
  • Experience in the usage of computers and office software packages (MS Work, Excel, etc);
  • Experience in ERP, preferably PeopleSoft and Asset module is highly desirable;
  • Knowledge of IPSAS is desired.

Language:

  • Fluency in English is required
  • Knowledge of the other UN official working language is an asset.