Overview
The Administrative Assistant - Asset Management role supports the efficient, secure, and cost-effective management of common premises, assets, and services within the UNDP Country Office. The incumbent ensures compliance with asset management rules and regulations and provides support for administrative and financial control.
Key Responsibilities
- Ensure full compliance of administrative management and inventory with UN/UNDP rules and regulations.
- Assist in setting up asset management procedures and prepare timely inventory reports.
- Receive, inspect, tag, and update inventory records for all incoming equipment, furniture, and supplies.
- Capitalize appropriate items in accordance with UNDP policies and enter asset management information into the ERP system.
- Provide support for the management of physical asset disposal, including preparing documentation and maintaining records.
- Assist in the reconstruction of annual physical inventory verification exercises.
- Identify problem areas in the inventory system to ensure data reliability.
- Assist in and provide inputs to the preparation of the unit budget.
- Maintain administrative control records such as commitments and expenditures.
- Review, verify, and reconcile data and reports for accuracy and conformance with rules and regulations.
- Consolidate and prepare summary statements for financial statements.
Required Experience
- Minimum of 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant experience in administration or programme support services.
- Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.
- Relevant experience with UN/UNDP or an international organization is desirable.
- Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.
- Experience in engaging with stakeholders.
- Demonstrated knowledge of UN/UNDP Admin, operations and procurement process is desirable.
- Experience with ERP systems, preferably Quantum, desirable.
- Knowledge of IPSAS and/or IFRS desirable.
Qualifications
- Secondary education is required.
- University Degree (Bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
