Asset Management and Lease Administration Consultant
New York City (United States of America)
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. The Asset Management and Lease Administration Assistant Focal Point consultant to the Asset Management Associate and the Facilities and Administrative Specialist and is entrusted with the assistance in administration of the UN Women Global Lease Database and the custody of the office assets mostly ICT equipment and furniture. The role involves assistance in support and coordination of the review and signature process for all UN Women premises agreements, including commercial leases and memorandum of understanding (MOU) with other UN agencies and/or governments, and oversight/control of assets and reporting.
Duties and Responsibilities
The main responsibility for the SSA is to support and implement the following projects:
Lease Management Automated System implementation, testing and roll out;
Assistance in Year-end asset verification and lease certification;
Assistance in the development and implementation of the Asset requests automated system.
To insure timely delivery of these mentioned above projects, the incumbent will focus on the following:
Coordinate with the offshore lease development team and ICT section at HQ to ensure all requests are provided and support plan of the rollout and training of the country offices during the implementation phase;
Support the planning and preparation of HQ year end lease certification and country offices document submissions for audit and year-end purposes;
Review all lease agreements and certifications from country offices and ensure that they are current and accurate in comparison to the summary report and prepare summary of in-kind contribution for free premises;
Maintain premises agreements in a database to support active lease management, including abstracting, tracking, analyzing and/or comparing critical provisions of the premises agreements, amendments and related documents and generating relevant reports;
Verify and communicate all expiration dates and other critical information to the relevant field office and follow up to ensure renewal, relocation process is initiated in compliance with the year-end closure requirements;
Support the review of the lease submission guidelines and templates in consultation with UN Women legal, security, programme, procurement and finance sections;
Support the bi-annual physical verification exercise by planning, checking the accuracy of records and location of property, assist with the data reconciliation and remain responsive for timely submission of HQ asset Certification reports for the year-end closure purposes;
Update Asset Management System database to be in consistency with the year-endphysical verification exercise results and findings;
Review the asset register for the completeness and work with relevant offices to guarantee the proper asset descriptions, serial numbers and tag numbers are inserted in Atlas to ensure compliance as a part of the year end closure.
Core Values and Guiding Principles:
- Integrity: Demonstrate the values of the United Nations and UN Women, act without consideration or personal gain, resist undue political pressure in decision-making, no abuse of power or authority, stand by decisions in the organization's interest, and take action in cases unprofessional or unethical behavior.
- Professionalism: Show pride in work and achievements, demonstrate professional competence and mastery of subject matter, conscientious and efficient in meeting commitments and achieving results, motivated by professional rather than personal concerns, show persistence when faced with challenges, and remain calm in stressful situations.
Respect for Diversity: Work effectively with people from all backgrounds, treat all people with dignity and respect, treat men and women equally, show respect for and understand diverse opinions by examine own biases and behaviors to avoid stereotypical responses, and do not discriminate against any individual or group.
- Ethics and Values: Demonstrate and safeguard ethics and integrity;
- Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
- Development and Innovation: Take charge of self-development and is taking initiative;
- Work in teams: Act as a team player and facilitate team work;
- Communicating and Information Sharing: Facilitate and encourage open. communication and strive for effectively communication.
Analyzes general information and selects materials in support of partnership building initiatives;
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.
Required Skills and Experience
Required Skills and Experience:
Bachelor’s degree required;
Minimum six (6) years’ experience required;
Paralegal and real estate related experience would be an advantage;
Experience in the usage of computers, office software packages (MS Work, Excel, etc), Enterprise Resource Planning Management Systems (ERP).
Fluency in written and spoken English;
Knowledge of another UN language is desirable.