|Posting Title:||FIXED ASSET MANAGEMENT OFFICER, P3|
|Job Code Title:||FIXED ASSET MANAGEMENT OFFICER|
|Department/Office:||United Nations Office at Geneva|
|Posting Period:||23 September 2019 – 06 November 2019|
|Job Opening Number:||19-Property and Asset Management-UNOG-122554-R-Geneva (X)|
Org. Setting and Reporting
This position is located in the United Nations Office in Geneva (UNOG), Division of Administration, Central Support Services (CSS), Operations Support Unit (OSU), Property Management Sub-Unit. The incumbent reports to the Chief, OSU.
Within delegated authority, the Fixed Asset Management Officer will be responsible for the following duties:
• In close liaison with the Finance Section/Budget at UNOG and with the Fixed Asset Management Officer and Property Management services at Headquarters in New York, contributes to and implements management of fixed asset policies and framework, including the development of UNOG-specific guidelines.
• Oversees the proper maintenance of the fixed asset register by recording information related to fixed assets and ensuring the accuracy and integrity of such information. Information includes but is not limited to: data relating to the stewardship and control of fixed assets; costs related to the acquisition and disposal (including transfers and retirement) of fixed assets; expenditures related to fixed assets; depreciation charges; impairment charges.
• Ensures the accurate compilation of asset under construction (AUC) project costs into fixed asset accounts, and close out those accounts once the related AUC has been completed.
• Ensures proper systems are in place for the accurate tracking of existing fixed assets and manages the Outsourced periodic physical verification review process.
• Ensures proper control and procedures for receiving / inspection and dispatch of expendable stocks as well as of other related tasks.
• Coordinates and liaises with departments and client offices to obtain full cooperation on asset management, receiving and stock management, physical inventories and data reconciliations.
• Supervises the Secretariat of the Local Property Survey Board and ensures follow-up and implementation of the decision of the Board.
• Investigates if conditions of potential impairment of fixed assets exist and implements and monitors the annual impairment review process and the resulting adjustments in accounting entries.
• Investigates the potential obsolescence of fixed assets and implements and monitors the annual useful life review process.
• Coordinates with property appraisal focal points to ensure that property values are complete and accurate.
• Undertakes analysis for fixed assets on a regular basis and oversees the proper maintenance of financial records in accordance with International Public Sector Accounting Standards (IPSAS) Policy Framework and related UN IPSAS policies. Activities include but are not limited to: Posting depreciations, impairments, revaluations, asset retirement obligations (AROs) and AUC project costs; Reviewing and updating detailed schedules including annual additions and disposals, accumulated depreciation, and roll-forward tables; Closing out accounts at yearend and supporting reconciliation of accounting balance of fixed assets; Preparing audit schedules relating to fixed assets, preparing financial statements and footnotes, and responding/implementing, as appropriate, in a timely manner to auditors queries and/or recommendations; Maintaining fixed asset sub ledgers including data entry or import of capital equipment into fixed asset sub ledgers and review of supporting documentation, as needed; Confirming the accuracy and completeness of fixed asset records including system updates, manual journal entries, account reconciliations, and analyses.
• Implements and maintains the fixed asset accounting framework at UNOG in line with the framework established by Headquarters in New York and establish detailed in standard operating
procedures (SOPs) by: Engaging with other stakeholders to ensure proper and efficient accounting methods as well as understanding their business needs as it pertains to fixed asset accounting transactions and reports; Ensuring compliance with Headquarters’ policy relating to fixed assets; Developing and maintaining fixed asset accounting procedures in accordance with Headquarters’ guidelines; Reviewing, documenting and improving existing guidelines and instructions for all fixed asset related processes.
• Prepares different related reports for Finance and Management, prepares data-base trend analysis, as required, and provides recommendations for improvements to Management.
• Ensures accuracy and integrity of information in fixed asset register by: Monitoring the established system of controls, procedures and forms for the recording of fixed assets; Implementing SOPs, monitoring key performance indicators (KPIs), and analyzing financial records; Monitoring compliance with accounting and business policies.
• Supports the capital budgeting function. Activities include but are not limited to: Reconciliation of actual expenditures against budgeted amounts and budget performance analysis conducted by a finance team; Provision of inputs into budget estimates and capital budgeting preparation.
• Supports the strategic property management function. Activities include but are not limited to: Participating in Property Management Groups and making recommendations on improvement of asset utilization and disposal; Reviewing and updating standard costs to be applied in the system of records for fixed asset acquisitions; Monitoring implementation of KPIs to identify areas for improvement, ensuring compliance with performance management policy and preparing reports and trend analysis to support performance management analysis conducted by UNOG and/or Headquarters Property Management Unit; Contributing to the establishment of strategic priorities and long term resource planning- at the local level.
• Provides guidance in relation to IPSAS accounting and makes appropriate recommendations to Finance and/or Management for changes in accounting policy.
• Acts as knowledge expert on Enterprise Resource Planning (ERP) system SAP Fixed Asset Module (systems, applications and products for data processing) and asset settlement processes and assists with the maintenance of fixed asset ledgers within the SAP fixed asset management module, which includes configuration, master data maintenance, depreciation calculations and reporting.
• Provides guidance to client Offices and guides, trains and supervises General Service staff in the function.
• Performs other related duties as required.
Professionalism: Knowledge of IPSAS requirements in relation to fixed assets. Knowledge of property management and/or real estate. Ability to apply conceptual, analytical and evaluative skills in accounting operations. Ability to conduct independent research and analysis, identify issues, formulate options and make conclusions and recommendations. Ability to draft policies, procedures and SOPs. Knowledge of SAP or other large ERP or accounting and logistics system. 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: 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.
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.
Advanced university degree (Master’s degree or equivalent), preferably in property management, asset management, accounting, real estate, business administration or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Qualification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent is an asset.
A minimum of five (5) years of progressively responsible experience in property management, accounting, finance, budget or administration is required
At least one (1) year of experience in the UN common system is an asset.
At least one (1) year of experience in using IPSAS and UN financial rules and regulations is desirable.
An experience with ERP, especially with SAP is also desirable.
A Financial audit experience is an asset.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other is required.
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Extension of the appointment is subject to Extension of the mandate and/or the availability of funds.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
An impeccable record for integrity and professional ethical standards is essential.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations 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. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
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 internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the 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 on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Above texts are copied from United Nations Official Web Page (careers.un.org)
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