Administrative Assistant – Asset Management

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global development network established in 1965, working in over 170 countries to eradicate poverty and reduce inequalities. The organization focuses on sustainable development, democratic governance, and resilience to crises and shocks. UNDP aims to empower lives and build resilient nations by helping countries develop policies, leadership skills, partnering abilities, and institutional capabilities. The organization employs thousands of staff worldwide, collaborating with various stakeholders to achieve its mission.

Job Overview:
The Administrative Assistant – Asset Management plays a crucial role in the UNDP Country Office, specifically within the Common Premises Unit. This position is designed to ensure the efficient management of common premises and shared services for various UN agencies. The incumbent will work closely with the Operations Specialist and other team members to provide high-quality support services. The role requires a client-oriented approach, emphasizing collaboration with diverse teams to ensure consistent service delivery. The Administrative Assistant will be responsible for implementing operational strategies, ensuring compliance with administrative management and inventory procedures, and supporting asset management processes. This position is vital for maintaining the integrity of asset management and ensuring that all operations align with UNDP's rules and regulations.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant – Asset Management include:

• Implementing operational strategies in alignment with governing rules and regulations, focusing on consistency and quality.
• Ensuring full compliance of administrative management and inventory, adhering to UN/UNDP rules and regulations.
• Providing inputs to the mapping of CP administrative business processes and implementing internal standard operating procedures (SOPs).
• Supporting asset management by assisting in setting up procedures, preparing inventory reports, and managing incoming equipment and supplies.
• Updating non-expendable property inventory records and entering asset management information into the UNDP Enterprise Resources Platform (ERP).
• Scheduling deliveries and tracking the movement of furniture and equipment.
• Capitalizing items according to UNDP policies and managing asset depreciation.
• Supporting the disposal of physical assets, preparing documentation, and maintaining records.
• Assisting in the preparation of the unit budget and maintaining administrative control records. 1
• Performing other duties as necessary for the efficient functioning of the Office and Organization.

Required Qualifications:
The required qualifications for the Administrative Assistant – Asset Management position include:

• Secondary education is required; a University Degree (Bachelor’s degree) in Business Administration, Public Administration, or a related field is preferred but not mandatory.
• A minimum of 5 years of relevant work experience with secondary education or 2 years with a bachelor’s degree in administration or program support services.
• Proficiency in the use of computers and office software packages (MS Word, Excel, etc.), as well as data management systems such as ERP.
• Relevant experience with UN/UNDP or international organizations is desirable, along with knowledge of UN/UNDP administrative, operations, and procurement processes.

Educational Background:
The educational background required for this position includes a minimum of secondary education. A Bachelor’s degree in Business Administration, Public Administration, or a related field will be given due consideration, although it is not a strict requirement. Candidates with relevant certifications in Administration and Procurement are also encouraged to apply, as these qualifications can enhance the applicant's profile.

Experience:
Candidates should possess a minimum of 5 years of relevant work experience if they have secondary education, or at least 2 years of experience if they hold a bachelor’s degree. This experience should be in administration or program support services, demonstrating the ability to manage tasks effectively and efficiently in a complex environment. Experience in engaging with stakeholders and working within a multicultural and multinational context is strongly preferred.

Languages:
Fluency in English and Arabic is required for this position. Knowledge of the Kurdish language is considered a desirable asset, as it can enhance communication and collaboration within the diverse environment of the UNDP.

Additional Notes:
This position is full-time and is based in Baghdad, Iraq. The UNDP is committed to creating an inclusive workplace and encourages qualified applicants from all backgrounds to apply. The organization values diversity and aims to empower all personnel to contribute to its mission. UNDP does not tolerate harassment or discrimination in any form and ensures that all selected candidates undergo relevant checks. The organization reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level. Importantly, UNDP does not charge any fees during the recruitment process.