UNDP Jobs - 62032- Asset Management Assistant

Asset Management Assistant

Location :

Nairobi (With Possible Relocation to Somallia When Situation Permits), KENYA

Type of Contract :

Service Contract

Starting Date :

01-Feb-2016

Application Deadline :

09-Dec-15 (Midnight New York, USA)

Post Level :

SC-4

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

Under the supervision of the DSA, 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 approac

The Assets Management Assistant works in close collaboration with the Operations Teams in the Country Office (CO) and other UN agencies staff to exchange information and ensure consistent service delivery.

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.

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 that 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).

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 ATLAS 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 ATLAS 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.

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.

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.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate data entry, presentation of information and client-oriented approach enhances UNDSS capability in assets management.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Understanding of the policies and procedures relating to UNDP assets management;
Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched and recorded;
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problem;
Ability to perform work of confidential nature and handle a large volume of work ;
Good knowledge of administrative rules and regulations;
Strong IT skills, knowledge of Atlas;
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

Completion of Secondary Education;
University Degree in Finance, Business or Public Administration desirable, but it is not a requirement.

Experience:

4 years of relevant experience in administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language Requirements:

Fluency in English.