UNDP Premises and Asset Management Assistant || Apply Now |
Under the guidance and of the Operations Manager and direct supervision of the Administrative Analyst, the Premises and Asset Management Assistant ensures effective execution of transparent and efficient provision of services and processes in the UNDP premises and asset management.
Duties and Responsibilities of Asset Management
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).
Ensures effective administrative support of MCO premises focusing on achievement of the following results:
- Maintenance of premises/common services and office space management.
- Support to renewal of office building contractual arrangements and or negotiation of office lease renewal as required by Administrative and/or Operations Manager.
- Monitors service delivery of outsourced facility services and proposes options to the optimum advantage of the organization.
- Carries out cost recovery activities on common services provided by UNDP.
Supports asset 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 ERP system 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 ERP 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 ERP system 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.
Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
- Inputs to the establishment of relevant internal control systems of the common services and facilities
- Assistance (provision of inputs) in the preparation of the unit budget
- Maintenance of administrative control records such as commitments and expenditures.
- Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations
- Consolidation and preparation of summary statements for inclusion in the financial statements.
Ensures facilitation of knowledge building and knowledge sharing in the MCO 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.
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Required Skills and Experience
Education:
- Secondary education is required
- University Degree in Business Administration, Finance, Public Administration, or equivalent field will be given due consideration, but is not a requirement.
- Certifications in Administration and Procurement is desirable
Experience:
- Minimum 5 years (with High School Diploma) or 2 years (with Bachelor’s degree) of progressively responsible experience in finance, sourcing, premises or asset management is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages is required
- Experience in handling of web-based management systems and ERP financials will be an advantage
- Knowledge of IPSAS and/or IFRS desired
- Experience in office space and lease management will be an advantage.
- Knowledge of OHS will be added advantage.
- Experience in financial control and reconciliation desired.
- Experience in asset and inventory management will be an advantage.
Required languages:
- Fluency in English is a requirement, local language i.e., Itaukei and/or Fiji Hindi is required.
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