Under the overall guidance and supervision of the Administrative Analyst, the Administrative Associate for Asset Management supports the overall management and control of expendable and non-expendable UNDP assets, administers disposal of assets and subsequent renewal of inventory data; and administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate may supervise administrative support staff. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme and project teams in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

• Ensure 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.
• Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) for Asset Management.

Support Assets Management;

• Assist the Administrative Analyst in setting up asset management procedures in the CO; and prepare, certify and submit timely inventory reports.
• Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information.  Schedule deliveries to users and track movement of furniture pieces
•  Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles.  Use ERP, in line with the CAP and NONCAP 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 and in compliance with IPSAS.
• Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data.
• Assist in the reconstruction of 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.
• Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., includes input and conversion of data entered into the system, maintenance of system, and corrective actions taken).

Provide support for effective administrative and financial control in the country office;

• 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 a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.
• Consolidate and prepare summary statements for inclusion in the financial statements.

Support knowledge building and sharing in the Country Office;

• Train office/project staff and asset management focal points engaged in the conduct of physical inventory.
• Provide sound contributions to knowledge networks and communities of practice.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Achieve Results:                               LEVEL 2:  Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

Think Innovatively:                          LEVEL 2:  Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously:                         LEVEL 2:  Go outside comfort zone, learn from others and support their learning.

Adapt with Agility:                           LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

Act with Determination:                  LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.

Engage and Partner:                        LEVEL 2:  Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.

Enable Diversity and Inclusion:       LEVEL 2:  Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical competencies: