Administrative Assistant (Asset Management) - (Open to External Applicants)

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

• Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) 
• Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts
• Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates 

Under the guidance and durect supervision of the Operations Specialist – CP, the Administrative Assistant – Asset Management demonstrates a client-oriented approach and ability to work with people of different national and cultural backgrounds. The incumbent works in close collaboration with the Programme and Operations Teams staff, and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

• Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality.
  • Ensure 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 at all CP/CO units. 
  • Provide inputs to the CP administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Support Assets Management.
  • Assist the Operations Specialist - CP in setting up asset management procedures in the CP; and prepare, certify and submit timely inventory reports.
  • Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information. Schedule deliveries to users and track movement of furniture pieces.
  • Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles. Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
  • Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals. Oversee 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.
  • Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., includes input and conversion of data entered into the system, maintenance of system, and corrective actions taken).
• Provide support for effective administrative and financial control in the CP Unit.
  • Assist in and provide inputs to the preparation of the unit budget.
  • Maintain administrative control records such as commitments and expenditures.
  • Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
  • Consolidate and prepare summary statements for inclusion in the financial statements.
• The incumbent shall perform other duties within their functional profile, as deemed necessary, for the efficient functioning of the of the Office, Organization.

Institutional Arrangement

The Administrative Assistant – Asset Management will work under the direct supervision of the Operations Specialist – CP Unit.

Competencies

Core Competencies

• 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 
• People Management : N.A

Cross-Functional & Technical competencies

• 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.
    • Provide inputs to the development of customer service strategy.
    • Look for ways to add value beyond clients' immediate requests.
    • Ability to anticipate client's upcoming needs and concerns.
  • 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.
    • Ability to manage communications internally and externally, through media, social media and other appropriate channels
  • Operations Management
    • Ability to anticipate client's upcoming needs and concerns. Business Management Operations Management · 
    • Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. · 
    • Knowledge of relevant concepts and mechanisms
• Administration & Operations          
  • Asset Management
    • Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information
  • 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
• Finance            
  • Financial Reporting and Analysis
    • Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.
    • Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance

Required Skills and Experience

Min. Education requirements

• Secondary education is required. OR
• University Degree(Bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Min. years of relevant work experience 

• Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support services.

Required skills 

• Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.

Desired skills in addition to the competencies covered in the Competencies section

• Relevant experience with UN/UNDP or an international organization is desirable.
• Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.
• Experience in engaging with stakeholders.
• Demonstrated knowledge of UN/UNDP Admin, operations and procurement process is desirable.
• Experience with ERP systems, preferably Quantum, desirable.
• Knowledge of IPSAS and/or IFRS desirable.

Required Language(s)

• Fluency in English is required
• Fluency in Arabic and/or Kurdish languages is required.

Professional Certificates

• Certifications in Administration and Procurement are desirable

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

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