Asset Management Associate at

4 weeks ago

Nairobi, Nairobi Area, Kenya United Nations High Commissioner for Refugees (UNHCR) Full time

UNHCR was created in 1950, during the aftermath of the Second World War, to help millions of Europeans who had fled or lost their homes.

We had three years to complete our work and then disband. Today, over 65 years later, our organization is still hard at work, protecting and assisting refugees around the world.
Summary


The Asset Management Associate will perform asset management functions in accordance with the prevailing rules and regulations pertaining to management of Property, Plant and Equipment (PPE).

The incumbent is normally supervised by an Asset Management Officer/Associate and receives regular guidance and instructions form the supervisor on successive steps and may supervise some support staff.

The Asset Management Associate maintains regular contact on a working level on routine issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the asset management function.

The duty of the incumbent is to support and monitor the management of material resources within the Area of Responsibility (AoR) covered while exercising efficiency in the use of those resources.

All UNHCR staff members are accountable to perform their duties as reflected in their job description.

They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks.

In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties

In compliance with relevant rules and procedures, support the related asset management activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.

Maintain accurate and comprehensive records on asset management activities and provide timely reports and updates both periodically and on request.

Organize assets auctions in order to be completed in a manner that maximizes revenue for UNHCR.
Regularly participate in assets disposal and set-up missions within the AoR.

Identify, assess and recommend vendors (Auctioneer) for selection based on their capability for delivering the best services and cost effectiveness to UNHCR.

Provide guidance and advice on relevant policies and procedures to counterparts.
Monitor the quality and accuracy of asset related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in related matters that will assist in decision making.
Disseminate and promote UNHCR's global policies, standards and guidance on asset management.

Liaise with key stakeholders to ensure vehicle accidents and damage are reported and processed in accordance with the prevailing rules and regulations.

Report on income from sale of assets in cooperation with relevant HQ entities and prevailing rules and regulations.
Maintain an efficient system for the resolution of asset management issues in support of UNHCR's users.
Effectively apply Global Fleet Management insurance provisions when repair of UNHCR assets is required.
Analyse disposal requisitions to ensure that specifications, disposal dates and all other requirements are in order.
Assist in the evaluation of service providers and provide advice to UNHCR operations on asset disposals.
Prepare Transfers of Ownership, Disposals, etc. in order to streamline the asset disposal process.
Monitor the quality and accuracy of asset-related data in the relevant business systems.

Compile and analyse statistical information, identify trends and developments in asset-related matters assisting the development of plans and adequate decision making.

Implement effective asset management, regularly monitoring the asset/fleet pool, saving cost and safeguarding the investment of the Organisation.
Facilitate receipt, inspection, registration & marking of PPE and organise their physical verification, if requested.
Draft Right of Use and Transfer of Ownership agreements for signature.

Prepare disposal forms and cases for the Asset Management Board and organise the disposal of PPE according to Asset Management Board decisions.

Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility.

Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
Perform other related duties as required.

In the Regional Bureaux:
Assist in coaching and advising individuals as requested.
Track relevant KPIs for the region

Monitor periodic asset related exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure that they are implemented throughout the region and provide relevant reports to HQ management.

Assist country operations in management of relevant business system(s).

Support the country needs assessment plans and guide in combining them into regional fleet disposal plans and monitor their timely implementation and changes based on operational needs and compliance with relevant policies.

Minimum Qualifications
Years of Experience / Degree Level

For G- 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

Certificates and/or Licenses

IAPSO/UNDP Procurement; Supply Chain Learning Programme (SCLP);
Trade; Business Administration;
Economics; Auto Mechanics;
Marketing
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential

Ability to work in geographically diverse teams. High degree of integrity. Advanced Excel skills.

Desirable

Experience in on-line auctioning. Knowledge and working experience of related business systems.

Functional Skills

IT-Microsoft Excel
SC-PeopleSoft Supply Chain Management
SC-Supply Planning
SC-Logistics
SC-Asset Management
SC-Fleet Management
IT-Microsoft Office Productivity Software
(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.


For National Professional jobs:
Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs:
Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties.

This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position.

Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

Experience in Fleet management, Asset management, Vehicle maintenance, and at least one year of experience inspecting AVs.
Experience in the international humanitarian context in high-risk category duty stations is an asset.
Armored Vehicle Inspection Certification is an asset.

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