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Asset Management Assistant

Kabul (Afghanistan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kabul (Afghanistan)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • Administrative support
    • Logistics
    • Supply Chain
    • Banking and Finance
  • Closing Date: 2020-11-24

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Background

UNDP is committed  to support the Government of the Islamic Republic of Afghanistan to ensure that the quality of life for Afghans is substantially improved, as measured by tangible improvements in global indicators of social and economic wellbeing (such as the SDGs, Human Development Index scores). UNDP’s role is to help fortify development outcomes among local communities, government partners, and the private sector, using the SDGs as both a destination and a guide. Through the SDGs, a transformative shift from a war economy to a peace economy is possible, helping the Afghan government to meet its global commitments, its internal targets (such as those set by the Afghanistan National Peace and Development Framework-ANPDF), and, most importantly, the expectations and ambitions of the Afghan people. While this bold vision demands investments from UNDP, among all development actors, UNDP Afghanistan Country Office as a valued partner to the Government of Afghanistan by providing insights on understanding and overcoming multi-dimensional poverty. UNDP’s perspective is that meaningful poverty alleviation requires a different development approach – one that monitors and attempts to affect the systemic interplay of socio-economic factors, regional differences, and shifts in the political economy. To deliver this value proposition, the CO needs to ‘raise the bar’ on its development policy expertise and engage national and local policy makers on disrupting the complex systems contributing to intractable poverty.

This Job Description is part of a new office structure, which is designed to support a more integrated and collaborative way in supporting Afghanistan achieve sustainable development and sustainable peace. The Country Office has aligned the new office structure with the thematic vision of the emerging Country Programme and designed new ways of working that will facilitate more collaboration across the office, create the foundations for more sub-national level work and higher delivery and emphasize learning and support to national staff capacity development. 

In this context, the General Administration Services entrusted with the following:

•           Administration services

•           Management of contracted services to UNDP, UNOCA, incl. security contractors

•           Assets Management

•           Logistics and Protocol Travel and transport pool

•           Residential compound management

•           Maintenance of operations records and service tracking capabilities

Under the supervision of the Assets Management Analyst, the Assets Management Assistant will support the overall management and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work.

The Assets Management Assistant promotes a client, quality and results-oriented approach and works in close collaboration with the Operations Teams in the Country Office (CO) and other UN agencies staff to exchange information and ensure consistent service delivery.

Incumbent is expected to display initiative, a positive approach and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by direct supervisor or senior management.

 

Duties and Responsibilities

Summary of Key Functions: 

  • Implementation of operational strategies;
  • Support to asset management;
  • Support to administrative and financial control;
  • Support to knowledge building and knowledge sharing.

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 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).

2. 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;
  • 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;
  • Utilization of the ATLAS Asset 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 to comply with IPSAS;
  • 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 and entry in Atlas of all the requisite details for recording disposals;
  • 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.

3. Provides support for effective administrative and financial control of assets 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.

4. 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.

 

Competencies

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;    

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Job Knowledge/Technical expertise

Ability to understand advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines

 

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Collaboration and Partnerships

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Purchase-to-Pay

Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Supplier Management Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Client Orientation       

Ability to anticipate client needs and demonstrate understanding of client’s perspective while solicitating feedback on service provision and quality

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

 

Required Skills and Experience

Education:

  • Secondary Education.  

  • University Degree in Business/Public Administration or Economics would be desirable, but it is not a requirement.

Experience:

  • 5 years of progressively responsible finance and sourcing experience is required at the national or international level.

  • 2 years of relevant experience will suffice if in possession of a Bachelor’s degree.

  • Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.).

  • Experience in handling of web-based management systems is required.

  • Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas).

Language Requirements:

  • Good written and spoken English.

  • Dari/Pashtu language will be an advantage.

 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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