Posting Title: Property Management Officer, P3
Job Code Title: PROPERTY MANAGEMENT OFFICER
Department/ Office: Department of Operational Support
Duty Station: NEW YORK
Posting Period: 9 June 2023-23 July 2023
Job Opening number: 23-PAM-DOS-206386-R-NEW YORK (R)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Property Management and Inventory Control Unit (PMICU), Administration Section (AS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The Unit provides operational and data analytics support on property management and fixed-asset accounting to Headquarters entities.
The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop and the United Nations Postal Administration.
The incumbent will report to the Information Management Officer in the Administration Section.
Under the overall direction of the Chief of the Administration Section and the direct supervision of the Information Management Officer, the incumbent will be responsible for the following duties:
- Assume the fixed-asset accountant role for Headquarters overseeing 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 Property Management and Inventory Control Unit provides timely and quality operational and technical support on property management processes to entities at Headquarters, including disposal of property and assets, capitalization of assets and maintaining data on each entity’s property in Umoja.
- 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.
- Oversee the accurate tracking of existing Property, Plant, and Equipment (PP&E) and implements and monitors the periodic physical verification review process.
- 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 IPSAS Policy Framework and related UN IPSAS policies.
- Maintains the established framework on property management and standard operating procedures (SOPs) by:
(a) providing guidance on policies, processes and procedures related to property management and fixed-asset accounting to Headquarters entities;
(b) engaging with Executive Offices, property record custodians, and other stakeholders to ensure proper and efficient accounting and stewardship of property at Headquarters as well as understanding their business needs as it pertains to fixed asset accounting transactions and reports;
(c) ensuring compliance with established policy relating to PP&E;
(d) developing and maintaining property management procedures in accordance with the Global Asset Management Policy Service’s (GAMPS) guidelines;
(e) developing and providing training to property record custodians, technical staff and other stakeholders; and
(f) reviewing, documenting and improving existing guidelines and instructions for all fixed asset related and property management processes for enhanced asset/inventory management and improved quality of property records.
- Ensures accuracy and integrity of information in fixed asset register and system of records for property by:
(a) monitoring the established system of controls, procedures and forms for the recording of property;
(b) monitoring key performance indicators (KPIs), and analysing financial records;
(c) developing business intelligence reports; and
(d) 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; and
(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 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.
- Oversees the disposal of property at Headquarters, particularly ICT related equipment.
- Acts as focal point for coordinating responses to audit findings and comments as they pertain to the management of PP&E at Headquarters.
- Performs other related duties as required.
Professionalism: Knowledge of IPSAS requirements in relation to fixed assets. Knowledge of theories, concepts and approaches relevant to asset management and database systems and software for equipment and inventory in an international environment. Operational expertise in property management including equipment and inventory; Ability to apply conceptual, analytical and evaluative skills in accounting operations. Ability to conduct independent research and analysis and develop Business Intelligence reports. Ability to identify issues, formulate options and make conclusions and recommendations. Proven ability to develop policy and procedures; Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities; 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 and 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.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.
Advanced university degree (Master’s degree or equivalent) in property management, asset management, accounting, real estate, business administration, logistics, engineering, 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. Qualification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent is desirable.
A Certified Public Accountant (CPA) or Chartered Accountant (CA) license is desirable.
A minimum of five years of progressively responsible professional experience in property management, accounting, finance, budget, administration, real estate management, inventory management or supply chain management is required.
Experience in utilizing an ERP system for asset management and reporting is required.
Experience in IPSAS accounting and compliance is required.
Experience with United Nations-system financial and property management policies and practices, as well as the financial regulations and rules is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Appointment or assignment against this position is for an initial period of one year.
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.
Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.
To apply for this job please visit inspira.un.org.