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Job Opening
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Posting Title: |
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Fixed Asset Management Officer, P3
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Job Code Title: |
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PROPERTY MANAGEMENT OFFICER
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Department/ Office: |
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United Nations Office at Geneva
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Duty Station: |
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GENEVA
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Posting Period: |
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13 February 2014-13 April 2014
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Job Opening number: |
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14-PAM-UNOG-32988-R-GENEVA (O)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This position is located at the Property Management Unit, Purchase and Transportation Section, Central Support Services, Division of Administration of the United Nations Office in Geneva (UNOG). This position primarily involves the maintenance of fixed assets records for the Organization. Additional duties include providing support for capital budgeting as well as strategic property management functions. The Fixed Asset Management Officer will report to the Chief, Puchase and Transportation Section. He/she has a secondary functional reporting relationship and requirement to liaise closely with the Chief Finance and Budget Officer.
In close liaison with 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.
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Responsibilities
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Within delegated authority, the Fixed Asset Management Officer will be responsible for the following duties:
• In close liaison with 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 year-end 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.
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Competencies
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Professionalism:
Knowledge of IPSAS requirements in relation to fixed assets. Knowledge of property management and/or real estate. Ability to identify issues, formulate options and make conclusions and recommendations. 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. Ability to manage a network of colleagues. Knowledge of SAP or other large ERP or accounting and logistics system is required. 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.
Communication:
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Technological Awareness:
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
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Education
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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 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 strongly preferred.
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Work Experience
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A minimum of five years of progressively responsible professional experience in property management, accounting, finance, budget or administration.
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Languages
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Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required with knowledge of the other. Knowledge of another UN official language is an advantage.
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Assessment
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Shortlisted candidates will be invited to sit a written test. Candidates having passed the written test will be invited to a competency-based interview.
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Special Notice
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Extension of the appointment is subject to Extension of the mandate and/or the availability of the 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. All staff of the Ethics Office are required to submit a financial disclosure statement upon appointment and annually thereafter.
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United Nations Considerations
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The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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No Fee
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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.
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