Asset Management Associate

Job Title: Asset Management Associate

Organization: UNDP

Job Identification: 12623

Location: New York, United States

Apply Before: 08/17/2023, 06:59 AM

Job Schedule: Full time

Grade: G7

Vacancy Type: Fixed Term

Practice Area: Management

Bureau: Bureau for Management Services

Contract Duration: 2 Year with Possibility for extension

Education & Work Experience: Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages: English

Vacancy Timeline: 2 Weeks

Mobility required/no mobility: no mobility required

Job Description

Background 

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. 

The General Operations Team is responsible for premises, facilities, asset management, travel management and BMS Operations.  Within the General Operations, the Assets team provides cost-effective and timely services to Country Offices, Regional Bureaus and Headquarter Units in the areas of premises management, Property Plant and Equipment (fixed asset) management, Insurance and credit card support. 

Under the guidance and direct supervision of the Asset Manager of the Premises, Facilities and Assets Unit /OSO/BMS, the Asset Management Associate is responsible for supporting the IPSAS business process results in the accounting for the procurement, utilization and disposal of the assets at Headquarters and Country Offices. The Assets Management Associate supports the overall management and control of expensed and capitalized UNDP fixed assets through monitoring and oversight to ensure high quality and accuracy of PP&E records. The Assets Management Associate provides administrative support to CO and HQ Unit credit card holders. The Assets Management Associate provides financial and budget management services and utilization of financial resources to GO in addition to assisting with insurance policy renewals. The Assets Management Associate promotes a client, quality and results-oriented approach.  

Duties and Responsibilities 

His/her functions will fall into three broad categories:

• Implements operational strategies
• Supports the Fixed Asset Oversight 
• Supports knowledge building and knowledge sharing 

Implements operational strategies focusing on achievement of the following results:

• Review assets in the Asset Module to ensure that all fields are complete and monitor the asset dashboard. Follow up with offices to ensure correction actions are taken on a timely basis to update the information as required.
• Ensuring that all the requisite asset management information is captured in Asset Module.
• Review Asset Module and asset related expense accounts to ensure "Capitalization" of appropriate items in accordance with UNDP policies.
• Ensuring proper "expensing" of asset items, in accordance with UNDP's policies and procedures and in compliance with IPSAS.
• Assists in review of GSSC processed asset transactions to ensure that they are processed in line with IPSAS policies and accounting rules and regulations.
• Identification of problem areas in the Asset Module related to input and conversion of data entered into the system and ensures that corrective actions taken to ensure reliability of retrieved from the system. 
• Monitors financial exception reports for unusual activities, transactions; and investigates anomalies or unusual transactions. Informs supervisors and other UNDP staff at Headquarters of the results of the investigation when satisfactory answers are not obtained.
• Implement regular reconciliation of the asset register to general ledger balances.
• Ensuring annual management reviews of all assets for impairment.
• Assist with the compilation of PP&E information for auditors.
• Provides administrative support to credit card holders including restriction lifting requests, delinquent report analysis and fraud alerts.
• Administration and implementation of financial and budgetary operations in compliance with UNDP regulations and rules, policies, procedures and Internal Control Framework including monitoring and reporting budget resources and expenditures, preparing GLJE’s, allocating ASL resources to Regional Hubs and making timely vendor payments.
• Assisting with the renewal of HQ and CO insurance policies for buildings, vehicles and air travel.
• Perform other necessary duties as requested by the supervisor.

Supports the Fixed Asset Oversight management for UNDP as a whole, focusing on achievement of the following results: 

• Ensuring bi-annual management checks of all UNDP assets for existence, continuing use, remaining life and obsolescence through the review of the bi-annual assets certification documents.
• Ensure that offices sign off on the certification documents.
• Follow up with offices to ensure timely processing of reconciling differences identified during the certification exercise and from the review of Asset Module and assets related expense accounts.
• Oversight of HQ disposal of assets and accuracy of fixed assets data.
• Implementation of regular reviews of useful lives.
• Review, verification, and reconciliation of a variety of PP&E data and reports ensuring accuracy of information and conformance with administrative rules and regulations.
• Review asset upload journals to ensure all applicable assets were accurately recorded in Asset Module.
• Coordinate with ITM upload of assets and run of depreciation and resolve upload issues, if any.
• On a regular basis review the calculation of depreciation charges and generated accounting entries.
• Consolidation and preparation of PP&E summary statements for inclusion in the financial statements.
• Perform other necessary duties as requested by the supervisor.

Supports knowledge building and knowledge sharing in UNDP, focusing on achievement of the following results:

• Briefing and training of UNDP staff members on issues relating to policy.
• Sound contributions to knowledge networks and communities of practice.
• Shares updated policies and procedures on Asset, Insurance and Credit Cards with clients. 

Competencies

Core Competencies - UNDP Core Competencies can be found here

• Achieve Results - LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work 
• Think Innovatively - LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking 
• Learn Continuously - LEVEL 2: Go outside comfort zone, learn from others and support their learning 
• Adapt with Agility - LEVEL 2: Adapt processes/approaches to new situations, involve others in change process 
• Act with Determination - LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously 
• Engage and Partner - LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships 
• Enable Diversity and Inclusion - LEVEL 2: Facilitate conversations to bridge differences, considers in decision making  

People Management Competencies - UNDP People Management Competencies can be found here. 

Cross-Functional and Technical Competencies

General (across the functions) -

• Public relations: Ability to build and maintain an overall positive public image for the organisation, its mandate and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public

Accounting  

• Regulations and Policies: Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations.
• Audit and Analysis: Ability to examine and verify accounts and records. Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner. 

Analysis - 

• Data Analysis and Visualization: Ability to evaluate, transform and model data to derive relevant findings- undertake & provide analysis of data to assess Org performance and or global trends. 

Required Skills and Experience

Education:

• Secondary Education with specialized certification in Accounting and/or Finance. University Degree in Accounting or Finance desirable. 
• Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
• Long-listed candidates will be required to undergo the UNDP Accountancy & Finance Test.

Experience:

• 7 years with Secondary Education or 4 years with University Degree, of relevant experience in accounting and/or financial management, preferably in an international setting and utilizing an Enterprise Resource Planning (ERP) system that integrates all data and processes of an organization into a unified system.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc).
• Advanced knowledge of spreadsheet and database packages.
• Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
• Knowledge of IPSAS and/or IFRS required.

Languages:

• Fluency in written and spoken English is required. 

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
 

Disclaimer 

Important information for US Permanent Residents ('Green Card' holders)  

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa or have submitted a valid application for US citizenship prior to commencement of employment.  

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. 

Applicant information about UNDP rosters 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. 

Non-discrimination 

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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