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Asset Management Associate - IEC

Kabul (Afghanistan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kabul (Afghanistan)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • Administrative support
    • Elections
    • Logistics
    • Supply Chain
    • Banking and Finance
    • Education, Learning and Training
  • Closing Date: 2021-05-08

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Background

 
UNDP Afghanistan Mission Statement:
 
UNDP supports stabilization, state-building, governance, and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years, UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.
 
Organizational context
 
The UN Electoral Support Project (UNESP) is the international community’s programming vehicle to support the electoral process in Afghanistan. The Project has two overall objectives: 1) to build the capacity of the Afghan electoral institutions (the Independent Elections Commission [IEC] and the Electoral Complaints Commission [ECC]) to implement elections in line with the national electoral legal framework and Afghanistan’s international commitments; and 2) to allow a programming mechanism for the international community to partially finance the elections as per the request of the Government of Afghanistan. The project follows previous UN projects in support of the Afghan electoral process, most notably the Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) projects, from 2006-2011 (ELECT I) and 2012-2015 (ELECT II), and the UNDP Project Initiation Plan that is in place since July 2015 – October 2017. 
 
Elections are an integral part of the global push towards a better tomorrow. Sustainable Development Goal 16: “Peace, Justice and Strong Institutions” offers specific guidelines to tackle imperative challenges such as building effective, accountable, and inclusive institutions; guaranteeing election integrity and trust; and ensuring responsive, inclusive, participatory, and representative decision-making at all levels. Towards this goal, UNESP provides technical and operational support with international technical election experts to the electoral management bodies (EMBs). The overall focus is on providing a more cost efficient and effective project business model by using best technical and operational practices, encompassing UNDP’s values of integrity, transparency, mutual respect, professionalism, accountability, and results orientation. The UNESP also contributes to SDG 5 by mainstreaming gender  throughout the project activities and in output indicators related to women’s participation, reflecting the importance that the project places on increasing the position of women in Afghan electoral and political processes. The support through UNESP reflects the growing sustainability of the Afghan electoral process, as evidenced by the Government of Afghanistan’s financial commitment to both electoral institutions, and the provision of significant in-kind support to the implementation of elections. 
 
Electoral assistance in Afghanistan is placed under the political and supervisory oversight of the UN Assistance Mission in Afghanistan (UNAMA) and is delivered by an integrated UNAMA and UNDP electoral support team led by the UNAMA Chief Electoral Advisor. The UNESP is managed by a UNDP project manager that also serves as deputy to the UNAMA chief electoral advisor and reports to the project Board. 
 
The UNESP is currently in its final year and is focused on supporting the IEC and ECC in sustaining the achievements already made and working towards strengthening capacities further in the following areas: 
  • Administration of election events by the IEC.
  • Credible electoral dispute resolution by the ECC.
  • Capacity building for IEC and ECC.
  • Public outreach (through IEC/ECC) to encourage engagement in the electoral process. 
  • Polling center specific voter list produced for upcoming election events; and
  • IEC and ECC undertake relevant activities regarding electoral reform.
To support these efforts, UNDP is seeking an Asset Management Associate to IEC to work closely with the IEC Director of Logistics to ensure effective asset management support in the execution of services and processes in the interest of the IEC and UNESP. The Asset Management Associate to IEC will promote a client, quality, and results-orientated approach. 
The UNESP will be implemented under Direct Implementation Modality (DIM). UNDP rules and regulations will govern the project implementation including, but not limited to, resource management, procurement, recruitment, audit, and evaluation. IEC and ECC are the main partners of the project. The Project will be managed by a Deputy Chief Electoral Advisor/Project Manager, reporting, on fiduciary and operational matters, to the UNDP Resident Representative, and substantively to the UN Chief Electoral Advisor. The Country Office will ensure that the project’s monitoring, reporting, procurement, and recruitment functions are carried out fully in line with UNDP’s programming requirements, and, in this respect, the Project will develop a monitoring and evaluation (M&E) framework to track project progress and results. The Deputy CEA/Project Manager through the project structure will ensure adherence to project implementation requirements, stakeholder coordination and timely project reporting, while the CEA will ensure effective donor coordination.
 
Based on the principle that ‘we are all UNDP’, all dedicated,  operations,  results-based management, strategic partnerships and communications positions/capacities in  all projects are pooled to provide collective support to project implementation, reporting to the respective focal points in the Country Office.  This will ensure coherent support to all projects, increase efficiency with standardised processes and provide value for money to the development partners. 
 

Duties and Responsibilities

Organizational Context of the Post

Under the overall guidance of the UNDP Country Office Operations Manager andthe direct supervision of the UNESP Project Operations Manager, Asset Management Associate to IEC will ensure effective execution of asset services and processes to the IEC and UNESP. The Asset Management Associate to IEC will promote a client, quality, and results-orientated approach.

The National Asset Management Associate to IEC will be responsible for the following but not restricted to key functions to achieve desired results:

IEC Assets Unit as per Government rules, regulations and policies and procedures

  • Ensures that the IEC Secretariat Asset Unit becomes fully compliant in Asset Management activities to Government rules, regulations, policies, and procedures.
  • Assists IEC Assets Unit and warehouse staff to follow the Standard Operation Procedures (SOP) of asset management.

IEC Asset Management and Assets Database

  • Ensures the IEC Asset Unit adheres to asset management procedures in the IEC.
  • Advises and supports the implementation of IEC asset lists to be incorporated into the IEC management database.
  • Advises the IEC Asset Unit in the implementation and daily updating and recording of IEC assets in the database.
  • Oversees the updating inventory and reconciliation with Master List extracted from database.
  • Supports and works in close collaboration with all IEC department on collection of data for implementation of database entries, recording and registration.
  • Assists the IEC staff to consolidate the HQ & provincial assets List including the location and custodians of the assets.
  • Ensures they Perform Receive & Inspection procedures including the application of barcodes and the recording of serial numbers and register it in the database.
  • Assists with the monitoring of the safety and security of the asset management office and warehouses in IEC.
  • Assists the IEC once physical inventory is completed to receive signatures from IEC HQ and Provincial Electoral officers verifying the accuracy of the IEC assets list in HQ and each provincial office.
  • Advises and assists the IEC to prepare report on any damaged materials found in the IEC HQ and provinces and submit to IEC Assets Manager.
  • Over sees travel to provinces to conduct physical inventory of IEC Assets in all IEC provincial offices.
  • Assistance to IEC Assets Unit on handing over and retrieve of assets from provincial offices.
  • Assists IEC Assets Unit and warehouse staff members in the capacity development.
  • Supports IEC Assets Unit on disposal of damage assets and materials in line with government policy.
  • Supports IEC Assets Unit on updating their assets list and do the random physically verification of assets 2 times a year.
  • Assists IEC Assets Unit on recording of filling for damage, lost, handover and retrieval assets.
  • Advises the IEC Asset Unit in the correct management and maintaining of functional files and reference library.
  • Assists IEC Assets Unit on recording all new and used assets in asset database and tagging all assets in HQ and provincial offices.
  • Assists IEC Assets Unit to record all HQ and provincial staff list in asset database for issuing the items.
  • Assists IEC Assets Unit Exercise continuous assessment and vulnerability of stocks management, introduce enough preventative measures to reduced risks, fraud, and ensure damage prevention.
  • Assists IEC Assets Unit Receipt and record all procured goods and verification of all DGRs (Goods Delivery Receipt).
  • Following up coordination and correspondence with IEC.
  • Provide analysis to specific consultation meetings and gatherings.

Supports UNESP Operational Units in Support of IEC

  • Provides asset management support and collaboration between the UNESP Project Operations Manager and IEC DCEO Administration and IECC Heads of Secretariat units on asset management.
  • Provides administrative support and collaboration between the IEC and UNESP Project Operations Manager and UNESP Technical Advisors and IEC DCEO Administration and IEC Heads of Secretariat units on asset management issues.
  • Assists and supports the UNESP Logistics Specialist, UNESP Technical Advisors and IEC Logistics Department on the delivery and planning of international election related materials from international shipping points to Afghanistan border control point and onto IEC HQ warehouse.
  • Assists and supports the UNESP Logistics Specialist, UNESP Technical Advisors and IEC Logistics Department on the planning and distribution of election related materials from IEC HQ Warehouse to IEC Provincial offices and return when required.

Assists UNEST members in the capacity development of IEC Secretariat units to ensure the IEC becomes fully compliant with Afghanistan government public financial management systems and procedures.

  • Assists the UNESP Capacity Development Specialist in the implementation of the identified CB activities for the  IEC Logistics Department, including Logistics, Assets and Warehouse Units.
  • Provides support to the UNESP Capacity Development Specialist in the conducting of any approved training programs develop the operation awareness and execution by IEC IEC Logistics Department, including Logistics, Assets and Warehouse Units.
  • Provide any other assistance as requested.

Knowledge Transfer

Assist the UNESP Capacity Development Specialist, the IEC CEO, DCEO’s in capacity building planning to ensure that the IEC staff can contribute to and ‘own’ future personal and institutional capacity building to consequently develop the skills to sustain future operational support and planning initiatives. 

Competencies

Core
 
Innovation
Ability to make new and useful ideas workLevel 3: AAdapts deliverables to meet client needs
 
Leadership
Ability to persuade others to followLevel 3: Proactively seeks and recognizes contributions of others 
 
People Management
Ability to improve performance and satisfactionLevel 3: Appropriately involves team in different stages of work and decision-making
 
Communication
Ability to listen, adapt, persuade and transformLevel 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation 
 
Delivery
Ability to get things done while exercising good judgement Level 3: Takes responsibility for addressing critical situations and delivering core value
 
Technical/Functional
 
Risk Management: Ability to identify and prioritize risks, and organize action around mitigating them.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Performance Management
Ability to manage organization, department, and employee goals
Ability to coach/mentor technical staff to enhance sustain capacity development
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Strategic Sourcing
Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Substantive Networking: Ability to substantively engage and foster networks with academia, research institutions, and think tanks.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Knowledge Management: Ability to capture, develop, share and effectively use information and knowledge.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Management & Coordination: Ability to manage and coordinate campaigns and people with inspiration. Believe in and promote diversity in the workplace and reshaping the workforce to meet need.
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 

Required Skills and Experience

Education:

  • Secondary Education or Bachelor’s Degree in Business or Public Administration or other related fields would be desirable, but it is not a requirement.

Experience:

  • With high school certificate 6 years and with Bachelor’s degree 4 years of progressively experience at the national or international level in in Logistics and Asset or general administration is required.
  • Experience in logistics,  assets and warehouse management is required.
  • Experience working in Afghanistan Government institution / Ministries in related fields as a mid-administrative level of management is an asset.
  • Experience in working with international organizations and civil society organizations in elections or related field is desirable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
  • Experience in handling of web-based management systems is desirable.

Language:

  • Proficiency in English language is a requirement. Fluency in Pashto and/or Dari

Disclaimer

Important applicant information

All posts in the SC 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.

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