Under the supervision of the Procurement Specialist, the Administrative Assistant for Assets Management supports the overall management and control of expendable and non-expendable GFTAMassets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Programme Management Unit and UNDP Programme and Operations Teams in the CO, to exchange information and ensure consistent service delivery. |
Duties and Responsibilities |
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 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.
- Entering records in the asset control database (system) ensuring inventory records are up to date and accurate
- 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.
- 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 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.
The key results have an impact on the efficiency of the unit. Accurate data entry, presentation of information and client-oriented approach enhances UNDP 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, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- 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
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Required Skills and Experience |
| Education:
- Secondary education.
- Certification in administration desirable.
Experience: - 3 to 5 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:
- Fluency in the UN and national language of the duty station.
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| 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. |
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