Job Advertisement: Asset Management Associate

Deadline Date: Friday, 19 July 2019

Under the supervision of the Administrative Officer the Assets Management Associate will support the overall management and control of expendable and non-expendable UNOCHA assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Assets Management Associate promotes a client, quality and results-oriented approach.

The Assets Management Associate 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. Under the supervision of the Administrative Officer the Assets Management Associate will support the overall management and control of expendable and non-expendable UNOCHA assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Assets Management Associate promotes a client, quality and results-oriented approach.

The Assets Management Associate 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.

Summary of Key Functions: 

• Implementation of operational strategies
• Support for asset management
• Support for 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 UNOCHA rules, regulations, policies and strategies and that inventory procedure 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 the furniture piece.
• Entry in UMOJA of all the requisite asset management information
• Capitalization” of appropriate items in accordance with UNOCHA/UNDP’s policies governing asset classes, estimated useful lives and elements of cost;
• Utilization of the UMOJA Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNOCHA balance sheet to trigger depreciation; and to “expense” item, in accordance with UNOCHA policies and procedures to comply with IPSAS.
• Support to the management of 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 Umoja 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 the property.
• Preparation of inventory reports as required
• Maintenance of the filing system ensuring the 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 the 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 the area of work
• Sound contributions to knowledge networks and communities of practice.

Corporate Competencies:

• Demonstrates commitment to UNOCHA’s mission, vision and value.
• 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 UNOCHA 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 the 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 Umoja.
• Ability to provide input to business processes re-engineering, implementation of the 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

Education:

Secondary Education

Experience: 

• 6 years of relevant experience in administration or program support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Experience in the use of UN ERP system is desirable

Language Requirements:

Fluency in the UN and national language of the duty station.

How to apply

Interested and qualified South Sudanese citizens meeting the above criteria should submit the following information to OCHA South Sudan, Women are strongly encouraged to apply.

• Covering letter in English (maximum 300 words) explaining why you think you are qualified for this post and why you would like to work for OCHA. Also, indicate when you can start work.
• Completed United Nations Personal History Form (UN-P-11) in English providing full details of education, present and past employment, language skills, computer skills, etc.  Please state your full name and the exact job title as the subject in your e-mail application. Please use this link to get P11 from http://sas.undp.org/Documents/P11_Personal_history_form.doc

Applications received after this date will not be considered. Only qualified candidate should apply, and only those who have been shortlisted will be contacted.

Contract Duration: 1 Year with possibility for extension

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By: SouthSudanCareers