Type of Job
Job Family
Property and Asset Management
Job Opening Number
22-Property and Asset Management-RADOS-183670-P- (M)
Appkication Deadline: 21 Aug 2022
Description
Org. Setting and Reporting
These positions are located in the United Nations Field Peacekeeping Operations, Special Political Missions, Service Centers and Offices as applicable. The Fixed Asset Management Officer usually reports to a Property Management or Fixed Asset Officers at the P-4 level. The incumbent is responsible for the maintenance of fixed assets records in the mission. Additional duties include providing support for capital budgeting as well as provision of strategic property management functions.
Responsibilities
Within delegated authority, the Fixed Asset Management Officer at this level will be responsible for the following duties:
- 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, which 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 closes out those accounts once the related AUC has been completed.
- Ensures the accurate tracking of existing fixed assets, implements, and monitors the periodic physical verification review process.
- Investigates whether 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, assisting in the preparation of financial statements and footnotes, and assisting auditors in their inquiries; 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.
- Maintains the fixed asset accounting framework established by Headquarters and 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.
- Supports the strategic property management function. Activities include but are not limited to: 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 Property Management Unit/LSD; 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 SAP Fixed Asset Module 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.
- Reviewing, documenting, and improving existing guidelines and instructions for all fixed asset related processes.
- 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.
- Ability to run and analyze Business Intelligence reports.
- Performs other related duties as required.
Competencies
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. 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.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
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.
Education
Advanced university degree (Master’s degree or equivalent) in property management, asset management, accounting, real estate, business administration or related field is required. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five (5) years with a master’s degree or seven (7) years with a bachelor’s degree of progressively responsible professional experience in property management, accounting, finance and budget is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required; Knowledge of another official United Nations language is an advantage.
