UNDP Jobs - 62290- Administrative Associate (Asset Management)

Administrative Associate (Asset Management)

Location :

Nairobi, KENYA

Type of Contract :

FTA Local

Starting Date :

01-Feb-2016

Application Deadline :

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

Post Level :

GS-6

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 overall guidance of the Deputy Country Director (Operations) and direct supervision of the Administration Analyst in Mogadishu, the Administrative Associate for Assets Management supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate (Assets Management) works in close collaboration with the Programme and Operations Teams in the Country Office (CO), AOs, Asset focal points, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Administration of 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 asset management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies, IPSAS standards 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).

Administers the assets focusing on achievement of the following results:

Assist the OM in setting up assets management procedures in the CO;
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 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 UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “CAP” and “NONCAP” profiles;
Utilization of the ATLAS Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, in accordance with UNDP’s policies and procedures and in compliance with IPSAS;
Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for 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. . Oversight of disposal of items and accuracy of inventory data;
Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database;
Preparation , certification and timely submission of inventory reports;
Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Assistance (provision of inputs) in the preparation of the unit budget;
Maintenance of administrative control records such as commitments and expenditures;
Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations;
Consolidation and preparation of summary statements for inclusion in the financial statements.

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

Training of office/project 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 analysis and presentation of information strengthens the capacity and accountability of the office in assets management. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core Competencies:

Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Functional Competencies:

Promoting Organizational Learning and Knowledge Sharing;
Job Knowledge/Technical Expertise;
Promoting Organizational Change and Development;
Design and Implementation of Management Systems;
Client Orientation;
Promoting Accountability and Results-Based Management.

Required Skills and Experience

Education:

Secondary Education with specialized certification in Accounting and Finance;
University Degree in Finance, Business or Public Administration desirable, but it is not a requirement;
Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

Experience:

6 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 and ERP financials, preferably PeopleSoft;
Knowledge of IPSAS and/or IFRS required.

Language:

Fluency in English is a requirement.