Administrative Assistant (Assets Management)

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening following vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required . Candidates will be assessed by UN Human Resources team for particular type/level of function

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Administrative Assistant (Assets Management)

Jakarta Raya

Responsibilities:

Job code title: Administrative Assistant (Assets Management)

Pre-classified Grade: ICS-5

Supervisor: Administrative Associate

Under the supervision of the Administrative Associate, the Administrative Assistant for Assets Management supports the overall management and control of expendable and non-expendable UN 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.

Key Results Expected

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 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.

Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.

Entry in ATLAS of all the requisite asset management information

“Capitalization” of appropriate items in accordance with UN’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 UN balance sheet to trigger depreciation; and to “expense” item, in accordance with UN’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 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.

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.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate data entry, presentation of information and client-oriented approach enhances UN capability in assets management.

Requirements:Recruitment Qualifications

Education:Secondary Education with specialized certification in Accounting and Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement. Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.

Experience:5 years of relevant experience in administration or programme support service. 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.

Language Requirements: Fluency in the UN and national language of the duty station.

HOW TO APPLY

Interested candidates are invited to send the application in ENGLISH, with:

Cover letter, clearly specify suitability and availability date,

Applicant must complete P11 Form and submit as part of their application, which can be downloaded from http://www.undp.or.id/p11/P11_Personal_history.docx