- Organization: UNDP – United Nations Development Programme
- Location: Afghanistan
- Grade: Level not specified – Level not specified
- Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- Logistics
- Procurement
- Supply Chain
- Closing Date: 2023-01-18
Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and the planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting the Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power. Key priorities that govern or provide direction for the work of the position to demonstrate the link between the Unit priorities and position priorities/expected outcomes of an incumbent.
Job Purpose:
Under the guidance of the General Services Specialist, and the direct supervision of the Asset Management Analyst, the Asset Management Associate ensures proper management of UNDP Property Plant and Equipment and keeps a proper record and track of UNDP Inventories and custodial items. He will provide Logistic/Shipment Management services ensuring high quality, accuracy, and consistency of work (in close collaboration with the current De facto authorities), Counterparts, Projects, Operations units, and UNDP Programme staff in the Country Office to exchange information and ensure consistent service delivery according to the project document, UNDP corporate rules, and ProceduresThe General Services Unit within the Operational pillar of the CO is responsible for the efficient, transparent, and cost-effective delivery of Administrative, Premises, Asset Management, and Logistics services in support of the Programme and CO operations which also includes support to other UN Agencies
Duties and Responsibilities
| 1.) Ensures Implementation of Operational Strategies, Focusing on the Achievement of the following results: | |
| Full compliance with administrative management and inventory ensuring that proper asset management is performed in adherence, to UN/UNDP rules, regulations, policies, and strategies and that Asset Management procedures are complied with at all CO units and Projects.Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). | |
| 2.) Ensures the Assets Management Focusing on the Achievement of the following results: | |
| Assist in setting up Asset Management procedures in Country Office.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 pieces.Entry in ATLAS 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 ATLAS Asset Management Module, in line with the CAP and NON-CAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, 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 Atlas of all the requisite details for recording disposals.Support the annual physical inventory verification exercise by checking the accuracy of records and the location of the property.Preparation of inventory certification and reports as required.Ensure that managers sign off on the physical count and correctness of the inventory system database.Maintenance of the filing system ensures 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 the head of the unit. | |
| 3.) Ensures Organization of Logistical Services related to the Shipment of Goods/Supplies and related Services Focusing on the Achievement of the following results: | |
| Manage and organize shipments and transportation of Equipment either by Sea, or Land, or Air.Handle customs formalities upon arrival of the goods by putting the cargo into customs regimen.Prepare other customs clearance-related documents from the assigned state bodies.Organize transportation of the arrived cargo to the customs warehouse and upon clearance to the central warehouse for further transfer to the National Partners. Liaising with Freight Forwarders on Shipments and maintaining the Shipment Log. | |
| 4.) Ensures effective administrative and financial control in the office, focusing on the 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 andconformance with administrative rules and regulations.Consolidation and preparation of summary statements for inclusion in the financial statements | |
| 5.) Supports knowledge building and knowledge sharing in the CO, focusing on the achievement of the following results: | |
| Training of office/project staff engaged in the conduct of physical inventory.Briefing staff members on issues relating to the area of work.Sound contributions to knowledge networks and communities of practice. |
Competencies
| Expected Demonstration of Competencies | |
| Core: Full list of UNDP Core Competencies can be found here | |
| Achieve Results: | LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline |
| Think Innovatively: | LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements |
| Learn Continuously | LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback |
| Adapt with Agility | LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible |
| Act with Determination | LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident |
| Engage and Partner | LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships |
| Enable Diversity and Inclusion | LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination |
| Cross-Functional & Technical competencies (insert up to 7 competencies)Thematic AreaNameDefinitionAdministration & OperationsAssets managementKnowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform an analytical review of AM reports and asset information to ensure completeness and accuracy of asset informationAdministration & OperationsInventory managementEach office to ensure sufficient inventory items are available for use as well as reporting for items that are beyond the corporate threshold of $5K and aboveAdministration & OperationsManagement of shipmentsKnowledge of regulatory frameworks and processes related to the management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment, and repatriationAdministration & OperationsDocuments and records managementOverall document (hard or electronic) management; registry and retention policy including storing and archiving |
Required Skills and Experience
| Education |
| High School with 06 years of relevant experience in administration or Programme support service.Bachelor’s degree with 03 years of relevant experience in Finance, Business Administration, Public Administration, or in a relevant field in administration or Programme support service. |
| Experience, Knowledge, and Skills |
| List:6 years of relevant experience in administration or Programme support service with high school diploma.Relevant experience in Asset Management with International Organization OR UN Agencies.Relevant experience in Inventory Management, Logistics, Shipments, OR Consignment ManagementKnowledge of IPSAS and/or IFRS / Specific Training in Asset Management OR Logistics/Shipments.Experience in the usage of computers and office software packages (MS Word, Excel, etc.).Experience in handling web-based management systems and ERP financials, preferablyPeopleSoft.Fluency in English and knowledge of local language Dari/Pashto required. |
Disclaimer
Important information for US Permanent Residents (‘Green Card’ holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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