Admin Assistant (Assets)
Location: Kabul with travel to provinces, AFGHANISTAN
Organization: UN WOMEN
Under the supervision of the Operations Manager, the Administrative Assistant for Assets Management supports the overall management and control of expendable and non-expendable UNWOMEN assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Management Support & Business Development, Programme and Operations Teams in the Country Office (CO), project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
- Implementation of operational strategies
- Support to 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/UNWOMEN 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).
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.
- Recording and tracking of assets purchased for active projects
- Managing office supplies and assuring timely provision of office equipment and stationary
- Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
- Entry of all the requisite asset management information in ATLAS
- “Capitalization” of appropriate items in accordance with UNWOMEN’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant BSB “LPRC” and “NONLPRC” profiles.
- Utilization of the ATLAS Asset Management Module, in line with the LPRC and NONLPRC profiles, to capitalize management assets in the UNWOMEN balance sheet to trigger depreciation; and to “expense” item, in accordance with UNWOMEN’s policies and procedures to comply with IPSAS.
- Support to the management on physical assets disposal.
- Documentation preparation for submission to LPRC; 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 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:
- Assistance in the preparation of the unit budget
- Maintenance of administrative control records such as commitments and expenditures
- Support to general administration in the preparation of workshops, training and other activities.
- Management of accommodations building including supply of house-keeping items, fuel, lubricants, maintenance of generator and maintenance of assets available in accommodation building. In addition, the Asset Focal point has to make sure that rooms are well arrange for residents and cost recovery from individuals has been made on monthly basis
- Back up for transport management.
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 area of work
- Sound contributions to knowledge networks and communities of practice.
- Promoting Organizational Learning And Knowledge Sharing
- Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Job Knowledge/Technical Expertise
- Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position (asset management)
- Possesses basic knowledge of organizational policies and procedures related to the asset management and applies them consistently in work tasks
- 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
- Promoting Organizational Change and Development
- 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
- 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
- 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
- Gathering and disseminating information
- 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
- Learning and sharing knowledge and encourage the learning of others.
- Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
- UNDP Procurement Certification programme
Required Skills and Experience
- Secondary Education with specialized certification in Accounting and Finance or University Degree in Finance, Business or Public Administration is required.
- Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.
- Minimum 5 years of relevant experience in administration or program support service with secondary education, or minimum 3 years’ relevant experience with bachelor degree.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems. Experience with ERP systems, preferably PeopleSoft, desirable.
- Knowledge of IPSAS and/or IFRS desirable
- Fluency in written and spoken of English and local languages.
How to apply:
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.