Contract Information

The first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK.Our General Service positions are full-time and are only open to candidates with right to work in the UK. Please check your right to work before applying to this role

Salary Information

Approximately £36,143 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme

Purpose

Under the direct supervision of the Procurement Officer and overall supervision of the Chief, Central Support Services, the incumbent is responsible for supporting the overall management and reporting of assets of the Organization, including, capturing, and recording, tagging, monitoring and control of movements, periodic or annual physical inventory, reconciliation, and year-end closure and reporting

Duties and Responsibilities

Collaborate with procurement team in identifying and capturing assets purchased during the year and prepare a list to facilitate the monitoring of their receipt. Liaise with Distribution Assistant to monitor the delivery of assets and inspect and review against the items as per the purchase order list and details.Assign asset codes and physically tag assets and schedule delivery to the end beneficiary or ICTS (IT equipment or accessories).Record all assets over the current threshold value of £500 and all “attractive or portable assets” in the asset management system (Hardcat system). Consult Finance and Budget Services for any queries in determining the value of assets, particularly involving assets in group, or set and assets with installation or training cost.Review, reconcile and report on a regular or monthly basis, all purchases of asset as recorded and reported in the accounts against the assets recorded in the Hardcat system, and take necessary action to correct the discrepancy, if any, in consultation with the finance team for any query on the financial recording in the accounts.Monitor movement of major assets in coordination with facilities management staff and update Hardcat system for the change in location and other details.Maintain the Hardcat system and review on a regular basis that records are accurate, complete, and up to date with all the required primary information and other details.Check regularly that the scanning machine is in running condition and the availability of asset tag and refer to the Hardcat provider for any technical issues with the system or machine.Manage the end-to-end asset disposal process.Maintain the records for gift items and other untagged assets containing the asset tag and pictures, including their location, and update for any movement or disposal.Identify any challenges and gaps in the current internal controls and procedures in the recording, management and reporting process and suggest improvements for a more efficient process. Organize and maintain complete and accurate documentation, information and working papers relating to asset management and reporting for transparency, reference, and audit trail, considering the safekeeping of confidential records. Prepare implementation plan, including the roles of various stakeholders and timeline for the annual exercise of the physical inventory and verification of assets recorded and reported in Hardcat system as at the end of every year.Coordinate with the IMO Security team for the scanning of all assets located in the building and review the percentage of assets scanned at different stages and generate report from Hardcat for assets not scanned for review my IMO Security team.Review the physical check of all gift items in the building by the IMO Security team and ensure that the asset tags kept in the file are scanned.Coordinate with ICTS on the physical verification of all IT equipment, including laptops, pcs, micro pcs, tablets, ipads, etc.Review the final result of the physical verification and investigate items not found during the annual exercise and confirm their status with custodian for proper and appropriate action.Generate the Core Module report from Hardcat system and prepare analysis working for all assets reported by Category and Status, and reconcile the figures (quantity and value) against the figures reported in the notes to the financial statement by Category.Prepare an analysis working paper on the result of the physical inventory verification as per the recorded “Last Audit Date” following the automatic entries from scanning and manual entries.Draft the report on the asset value and physical verification and confirmation as at the end of the year for review of the Procurement Officer and approval of the Chief, CSS.Provide assistance to the procurement function by reviewing small value purchase requisitions and conversion to purchase order, processing requests by obtaining quotations, and handling either alone or with the team procurement of assets.Perform other tasks as may be assigned by the Procurement Officer or Chief, CSS

Required Competencies

Demonstrated ability to work independently, exercising a high degree of initiative and judgement. Demonstrated ability to organize and prioritize workloads and to work under pressure to ensure timely delivery of outputs. Thoroughness and meticulous attention to detail, ensuring accuracy and completeness out outputs.Ability to build and maintain effective and harmonious working relationships with internal and external stakeholders at all levels. Ability to work as part of a wider cross-cultural team.Strong analytical and problem-solving skills, including complex information/situations, assess impact and take or recommend most suitable course of action.Ability to adapt to change and demonstrated flexibility as necessary and to identify opportunities or make proposals for improved efficiency

Experience

At least five years of relevant work experience in administration and financial support is essential. Experience in the use of ERP system or handling web-based management/database systems, and in analysing and reporting data is essential.Experience in asset management would be an advantage

Education

Secondary education to university entrance standard is essential

Language Skills

Proficiency in English (oral and written) is essential. Working knowledge of any other official UN language would be an advantage

Others

Proficiency in MS Office applications particularly Word and Excel is essential