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 Malawi operations unit provides support to programmes in various areas that include Finance, Procurement, ICT, Administration and logistics in order achieve efficient service delivery. In addition to this, UNDP Malawi operations unit also supports UN non-resident agencies with projects based in Malawi in managing common services, therefore various services need to be established and managed at the professional level to the full satisfaction of UN Agencies. In this context, UNDP is looking for Administrative Assistant- Assets to support programs on efficient Asset Management and contribute the efficient office operations.
Under the guidance and supervision of the Administrative Associate, the Administrative Assistant - Assets supports the overall management and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data, and coordination of project assets to ensure that up to date records are maintained at the Country Office.
The Administrative Assistant demonstrates a client-oriented approach, tact and ability to work with people of different nationalities and cultural backgrounds. Duties and Responsibilities
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/UNDP 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). Any other duties required to support the CO administration unit Maintenance of an Inventory and Asset Management system focusing on achievement of the following results: Set up and maintain a stores management system in accordance with UNDP rules and regulations. Receiving of goods from various supplies and ensure that stock records have been opened and updated accordingly. Ensure that all goods issued to programmes are updated in the stock records and timely replenishment of materials to ensure smooth program operations Prepare Monthly and quarterly cost recoveries for all stationery materials issued to programmes Ensure that all programme Asset Registers are uploaded in the Country Office Asset management information system Support projects on timely reporting of missing or damaged items and make proper follow ups to ensure that all required documents are submitted to the Asset Focal Point Support projects to ensure timely handover of assets at the end of the project and ensure that handover documents are maintained at the Country office Conduct briefing sessions and trainings on Asset Management to new staff to ensure that staff members have increased understanding of UNDP asset management policies and procedures Supports on performing various asset management processes 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 furniture. 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; and the relevant BSB “CAP” and “NONCAP” profiles. Utilization of the ATLAS Asset Management Module, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” item, 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. Providing support during 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 with project assistants on collection and submission of the reports to head of unit4. Review of project assets
Conduct periodic physical check of assets at the project sites to ensure that up to date records are maintained by all the projects. Monitor usage of project assets if in line with UNDP rules Ensure IPs are properly accounting for project assets in line financial management practices and internal controls. Determine if project f assets are used for intended purposes e.g., vehicles, laptops etc. Support HACT and other general audits ensuring correct reporting of project assets5. Facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for project and IP staff on management of project assets. Synthesis of lessons learnt and best practices in asset management. Sound contributions to knowledge networks and communities of practice. CompetenciesCore competencies
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
Business Direction & Strategy
Strategic Thinking
Business Direction & Strategy
Business Acumen
Business Direction & Strategy
Effective Decision Making
Business Development
Integration within the UN
This vacancy is archived.