Responsibilities
Within delegated authority, Fixed Asset Management Officer will be responsible for the following duties:
• Develops and implements a framework for 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:
(a) data relating to the stewardship and control of fixed assets;
(b) costs related to the acquisition and disposal (including transfers and retirement) of fixed assets;
(c) expenditures related to fixed assets;
(d) depreciation charges;
(e) impairment charges.
• Ensures the accurate tracking of global existing fixed assets in plants managed by the Secretariat and implements and monitors the periodic physical verification review process.
• Develops a strategy to Investigate if conditions of potential impairment of fixed assets across plants exist and implements and monitors the annual impairment review process and the resulting adjustments in accounting entries.
• Assesses opportunities to Investigate the potential obsolescence of fixed assets across plants 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 IPSAS Policy Framework and related UN IPSAS policies. Activities include but are not limited to:
(a) Posting depreciations, impairments, revaluations, asset retirement obligations (AROs) and AUC project costs;
(b) Reviewing and updating detailed schedules including annual additions and disposals, accumulated depreciation, and roll-forward tables;
(c) Closing out accounts at year-end and supporting reconciliation of accounting balance of fixed assets;
(d) Preparing audit schedules relating to fixed assets, assisting in the preparation of financial statements and footnotes, and assisting auditors in their inquiries;
(e) 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;
(f) 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:
(a) Engaging with entity level counterparts to ensure proper and efficient accounting methods as well as understanding their business needs as it pertains to fixed asset accounting transactions and reports;
(b) Ensuring compliance with Headquarters’ policy relating to fixed assets;
(c) Developing and maintaining fixed asset accounting procedures in accordance with Headquarters’ guidelines;
(d) 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:
(a) Monitoring the established system of controls, procedures and forms for the recording of fixed assets;
(b) Implementing SOPs, monitoring key performance indicators (KPIs), and analyzing financial records;
(c) Monitoring compliance with accounting and business policies.
• Supports the strategic property management function. Activities include but are not limited to:
(a) Making recommendations on improvement of asset utilization and disposal;
(b) Reviewing and updating standard costs to be applied in the system of records for fixed asset acquisitions;
(c) 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 Headquarters Property Management Unit;
(d) 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 Headquarters 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.
• Performs other related duties as required.
• Collects and analyzes data to identify trends or patterns and provides insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
Competencies
• Professionalism: Knowledge of IPSAS requirements in relation to fixed assets. Knowledge of property management 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. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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/er 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 additional 2 years of qualifying experience may be accepted in lieu of the advanced university degree.
Job – Specific Qualification
Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience
A minimum of five years of progressively responsible professional experience in property management, accounting, finance, budget, administration is required.
Experience in data analytics or related area is required.
Experience in management of real estate assets is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in English (both oral and written) is required.