ADMINISTRATIVE ASSISTANT (ASSETS MANAGEMENT)

Background

Under the guidance of Head of Sub-Office and direct supervision of the Operations Manager the Administrative Assistant (Assets Management) supports the overall management and control of expendable and non-expendable UNDP assets related to project assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant (Assets Management) promotes a client quality and results-oriented approach. The Administrative Assistant (Assets Management) works in close collaboration with the Management Support and Business Development, Programme and Operations Teams in the Sub-Offices and CO, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 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 Sub-Offices/CO units. Provision of inputs to the Sub-offices/CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). Support the assets management in relation to project assets 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 non-expendable property inventory record and track movement of furniture and equipment. 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 and transfers. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action. Support 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 supports 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 Sub-Office/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 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 and client-oriented approach enhances the Garowe sub-office 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: Secondary education. Specialized certification in a relevant field would be desirable, but it is not a requirement. Experience: Minimum 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 Requirements: Fluency in English and Somali is required

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.