Administrative Associate (Assets Management)

Vacancy Announcement No: VA-2010-057 (Readvertisement)

UNDP in Southern Sudan is seeking qualified candidates for the following post:

Job Title: Administrative Associate (Assets Management) for SSDDRC
Section/Unite: Disarmament, Demobilization and Reintegration (for SSDDRC)
Grade Level: SC-4 (Service Contract) seconded to SSDDRC
Supervisor: DDR Operations Manager
No. of Post: 1
Duty Station: Juba
Duration: 6 Months
Closing Date: 22 Dec 2010

Background:

The signing of Sudan’s Comprehensive Peace Agreement (CPA) on 9 January 2005 marked the end of civil war and opened the way for a transition to peace. A key requirement for this is restoring and strengthening security through Disarmament, Demobilization and Reintegration of ex-combatants.

The primary responsibility for the positive outcome of the DDR process rests with national and local actors who are ultimately accountable for the peace, security and development of Sudan. In this context, the DDR process will be nationally owned and led. As part of its role in supporting the implementation of the CPA, the United Nations Mission in Sudan was mandated by UN Security Council Resolution 1590 (24 March 2005) to assist in the establishment of the DDR Programme and its implementation. In this context, the Integrated UN DDR Unit, consisting of UNMIS, UNDP, and UNICEF has been established to assist the relevant national institutions in the DDR process. Within the IUNDDRU, UNMIS is taking the lead in assisting with the design and operations of demobilization component while UNDP assists the Government in the planning and implementation of the reintegration aspect of the DDR Programme.

UNDP/DDR provides technical support, resources and advisory services to the Southern Sudan DDR Commission (SSDDRC) to achieve its mandate, and strengthen its institutional capacities and operational effectiveness. The SSDDRC is in the process of establishing a proper asset management and inventory systems and therefore, the contribution of the Administrative Associate will be of vital importance

Duties and responsibilities:

The incumbent will be co-located with the SSDDRC and will work under the guidance and supervision of the Deputy Director for Operations (SSDDRC). UNDP/DDR will appoint a focal point to manage the contractual obligations for the incumbent. The Administrative Associate for Asset Management will perform the following duties:

 Set up of asset management procedures in the SSDDRC
 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 piece;
 Entering records in the asset control database (system);
 Support to the management on physical assets disposal. Review of assets and recommendation of physical assets for disposal. Documentation preparation for submission to CAP (if the item is procured by UNDP);
 Follow up on request and liaise with requesting unit and maintenance for disposal action. Oversight of disposal of items and accuracy of inventory data;
 Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner, and that items are stored in accordance with manufacturer’s recommendation;
 Identify, value and record fixed-assets including those assets inherited by SSDDRC from Stage I of the Commission or donated by any International Agency shall be valued and thereafter incorporated into the SSDDRC fixed assets register;
 Receive and keep track of all goods received from the government, donors, UN Agencies and other partners and provide a report on the movement of the same on a timely basis;
 Identify and register by a unique registration number, monitor use of assets and establish a historical ledger card for purposes of keeping all historical information of all equipment;
 The initial allocation of an asset, changes in the allocation of the asset or the allocation of a newly acquired asset shall be recorded and signed for on the assets holding card;
 Conduct physical inventory and prepare the comparisons between the information on the assets holding cards and that from inventory recorded, any divergence should be reported to the senior management;
 Prepare the depreciation table for all fixed-assets;
 All damages/accidents that may occur in the course of use of equipment shall be recorded and notified to the senior management;
 Ensure that stocks cards are maintained to show the movement of stocks in quantity (stock in and stock out) and the balances;
 In addition, physical stocktaking will be carried out periodically and at the end of every quarter to ensure existence and accuracy of the stock card balances. The items (supplies and consumables) for current use shall be managed outside books of accounts on stock cards. Adjustments would be made in the accounts after physical stock-taking has been conducted and valuations for closing stock made based on FIFO.
 Backstop the procurement officer ensuring the maintenance of a high quality, procurement system, which is accountable, transparent and compliant with the DDR programme policy;
 Liaise regularly with the UNDP procurement office for submission of inventory list of items procured by UNDP and also follow up on requested goods and services to ensure there is regular update of the procurement progress for the programme;
 Perform other DDR and procurement related as assigned from time to time by the supervisor.

Minimum Qualification, Skills and Experience Required:

Corporate Competencies:

 Demonstrates integrity by modeling the UN’s values and ethical standards
 Promotes the vision, mission, and strategic goals of UNDP
 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 Treats all people fairly without favoritism

Functional Competencies:

 Demonstrate ability to identify and anticipate bottlenecks, as well as seek guidance.
 Understanding of reintegration, labor and market conditions.
 Ability to organize and complete assignments within deadlines.
 Integrity and impartiality, ability to work with external partners e.g. supplier, vendors, service providers;
 Ability to convey difficult issues and positions to senior officials proactively seek guidance and make clear recommendations to line managers.
 Strong verbal and written skills; ability to draft short memos and conduct presentations.
 Dynamic and results-oriented
 Actively works towards continuing personal learning and development
 Strong IT skills
 Focuses on results
 Consistently approaches work with energy and a positive, constructive attitude
 Remains calm, in control and good humored even under pressure
 Demonstrates openness to change and ability to manage complexities; can multi task
 Willing to work long hours
 Responds positively to critical feedback and differing points of view
 Solicits feedback from staff about the impact of his/her own behavior

Education:Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:5 to 6 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.

Language Requirements:Excellent command of written and spoken English, Juba- Arabic and local languages.

Interested applicants can apply online at http://jobs.undp.org or submit their applications to jobs.juba@undp.org or UNDP Security Reception in a sealed envelope.

Applicants are requested to indicate the title of the position on the envelope. Only short listed candidates will be contacted for interviews. Please attach photocopies of Birth Certificate, Sudanese Nationality and academic certificates, UN Personnel History Form (P11) and performance evaluation from your current employer.

Please, state that you got information about this advert from www.newsudanjobs.blogspot.com

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. Those who had applied before, please do not submit your applications
Women Candidates are highly encouraged to apply.

Notice
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.