UNDP Jobs - 6374- Administrative Associate (Assets Management) (Nati

Administrative Associate (Assets Management) (National) (ALD)

Location :

UNDP Country Office (Operations), Jakarta, INDONESIA

Type of Contract :

ALD Local

Starting Date :

Application Deadline :

18-Sep-08 (Midnight New York, USA)

Post Level :

ALD2

Duration of Initial Contract :

1 year (with possibility of extension)

Languages Required :

English

Expected Duration of Assignment :

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

UNDP Mission Statement:

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

Organizational Context:

Under the overall guidance of the Deputy Resident Representative (Operations) and the direct supervision of the Head of Administrative Unit, the Administrative Associate for Assets Management supports the overall management and control of expendable and non-expendable UNDP assets, oversight of project 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 works in close collaboration with the Programme and Operations Teams in the office, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Functions / Key Results Expected:

Summary of Key Functions:

Implementation of operational strategies;
Administration of asset management, including implementation of its disposal strategy;
Assistance/support to operations (admin, finance and procurement units) when required in areas such as, maintenance of on-line data base, update of contract management system, assistance in assessment of contract performance, etc);
Support to knowledge building and knowledge sharing.

Duties and Responsibilities

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 UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with all units in the office;
Provision of inputs to the office’ administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) in line with the ICF.

2. Administers the assets focusing on achievement of the following results:

Set up of assets management procedures in the office;
Receiving, inspecting and verification of all incoming equipment, including furniture, supplies and scheduling deliveries to users;
Tagging all furniture/equipment upon receipt from the supplier. Monthly update non-expendable property inventory record and track movement of furniture piece;
Entering records in the asset control database (system) - Atlas;
Support to the management on physical assets disposal, including management of auction as needed. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to Contract, Assets and Procurement Committee; follow up on request and liaise with requesting unit and maintenance for disposal action. Oversight of disposal of items and accuracy of inventory data;
Conduct of quarterly, semi annual, and 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;
Assets management in Atlas ensuring inventory records are up to date and accurate;
Consolidation and preparation of summary statements for inclusion in the financial statements;
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.
A linkage between Procurement and Admin Units to ensure smooth handling of procured items to be registered in the Asset Registry with the focus on quality check of the supporting documents.

3. Assists in effective administrative, financial control, and oversight function of the office, focusing on achievement of the following results:

Monthly update/reconciliation of approval authorities (access profiles in Atlas).
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.

4. 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

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 maintain control systems for assets, materials, services and claims;
Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to supervise and guide support staff;
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.

UNDP Procurement Certification programme

Required Skills and Experience

Education:

University Degree in Business, Public Administration or any related field is extremely desirable.

Experience:

5 to 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.

Language Requirements:

Fluency in written and oral English is a must.

Female Candidates are highly encouraged to apply

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements.