Administrative Associate Assets Management Jobs United Nations Development Programme

Administrative Associate Assets Management

(FOR INDONESIAN NATIONALITY ONLY)
(FOR UN ROSTER)
Location : Jakarta, INDONESIA
Application Deadline : 31-Mar-12
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Duration of Initial Contract : 12 months

Background

I. Organizational Context

• The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.
• Under the guidance and supervision of the DRR/OM or Administrative Associate, the Administrative Associate for Assets Management supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
• The Administrative Associate works in close collaboration with the Management Support & Business Development, Programme and Operations Teams in the CO, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

• Implementation of operational strategies
• Administration of 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 UN/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).

Administers the assets focusing on achievement of the following results:

• Set up of assets management procedures in the CO
• 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 piece.
• Entering records in the asset control database (system)
• Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action. Oversight of disposal of items and accuracy of inventory data.
• Conduct of the annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database.
• Preparation , certification and timely submission of inventory reports
• Assets management in Atlas ensuring inventory records are up to date and accurate.
• Consolidation and preparation of summary statements for inclusion in the financial statements.
• Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.

Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• 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

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Training of office/project 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.

III. Impact of Results

• The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity and accountability of the office in assets management. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

IV. Competencies and Critical Success Factors

Functional Competencies:

• Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things
• Identifies and communicates opportunities to promote learning and knowledge sharing
• Develops awareness of the various internal/external learning and knowledge-sharing resources

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position (asset management)
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Demonstrates in-depth understanding and knowledge of the current guidelines and tools, and utilizes these regularly in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Demonstrates ability to identify problems and proposes solutions
• Documents processes to support change initiatives

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

Core Competencies:

• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Informed and transparent decision making

UNDP Procurement Certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education:

• Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

• 5 to 6 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 the UN and national language of the duty station.

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