Background
Under the supervision of the Field Security Coordination Officer (Admin/budget/finance & Logistics), the Assets Management Assistant will support the overall management and control of expendable and non-expendable UNDSS assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Assets Management Assistant promotes a client, quality and results-oriented approach.
The Assets Management Assistant works in close collaboration with the Operations Teams in the Country Office (CO)
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Support to asset management
- Support to administrative and financial control
- Support to knowledge building and knowledge sharing.
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UNDSS/UNDP rules, regulations, policies and strategies and inventory procedures are complied with at all CO units.
- Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
2. Supports the assets management focusing on achievement of the following results:
- Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
- Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
- Entry in QUANTUM of all the requisite asset management information
- “Capitalization” of appropriate items in accordance with UNDSS/UNDP’s policies governing asset classes, estimated useful lives and elements of cost.
- Utilization of the QUANTUM Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDSS/UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDSS/UNDP’s policies and procedures to comply with IPSAS.
- Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action and entry in Atlas of all the requisite details for recording disposals.
- Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
- Preparation of inventory reports as required.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
3. Provides support for effective administrative and financial control of assets in the office, focusing on achievement of the following results:
- Assistance in the preparation of the unit budget;
- Maintenance of administrative control records such as commitments and expenditures.
4. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Training of staff engaged in the conduct of physical inventory.
- Briefing of staff members on issues relating to area of work
- Sound contributions to knowledge networks and communities of practice.
Competencies
| Expected Demonstration of Competencies | |
| Core | |
| Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Think Innovatively: | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
| Learn Continuously | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| Adapt with Agility | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
| Engage and Partner | LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
| Enable Diversity and Inclusion | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
| Cross-Functional & Technical competencies | Thematic Area | Name | Definition | | Business management | Communication | Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience | | Communications | Digital asset management | Ability to use digital asset management (DAM) systems to effectively store, share and organize digital assets such as images, videos and other media | | Administration & Operations. | Assets management | Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports information. Formation to ensure completeness and accuracy of asset information. | | Administration & Operations | Inventory management | Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above. | | Business Management | Operations Management | Ability to effectively plan, organize, and oversee the organization’s business processes to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms | | Business management | Digital Awareness and Literacy | Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed | | Business Management | Customer Satisfaction/Client Management | Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs | | |
Required Skills and Experience
Education:
- Secondary education is required
- University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but is not a requirement.
Experience, Knowledge, and Skills:
- Minimum of 5 years with Secondary education OR 2 years with bachelor’s degree of progressively responsible Administrative or programme/project support experience is required at the national or international level.
- Knowledge of the Administration management practice in an organization of the United Nations system or similar international organization is desirable.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable
- Knowledge of handling of web-based management systems is a distinct advantage.
- Experience in Asset Management in the UN or similar International Organization is desirable
- Experience in Asset inventory and disposal Administration or Operations/Project support is desirable
Language requirements:
- Fluency in English required
Disclaimer:
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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