Overview
The Administrative Associate (Assets) role focuses on monitoring budgets, managing project implementation, and overseeing asset management to ensure compliance with organizational rules and regulations.
Key Responsibilities
- Monitor budgets and financial expenditures, providing support on budget revisions and preparation.
- Ensure availability of timely, complete, and accurate information for work plans and project management.
- Update master database and VISION system with newly procured assets, tag assets, and conduct quarterly updates on asset movements.
- Report changes in asset status to support disposal decisions and oversee the receipt of goods.
- Serve as alternate secretary of the Property Survey Board (PSB) Committee, organizing and classifying assets for sale or donation.
- Lead the office-wide annual asset verification exercise and maintain accurate records.
- Support the management of administrative supplies, office equipment, and inventory.
- Facilitate communications and workflow, manage correspondence, and maintain filing systems.
- Support capacity development activities and conferences by making logistical arrangements.
- Process invoices for approval and onwards processing in VISION.
- Maintain and update a system for monitoring staff absence.
Required Experience
- At least 6 years of relevant progressively responsible experience in asset management (receipt, tagging, tracking, disposal, handover) and coordinating quarterly and annual physical verification exercises.
- Inventory control, stock management or warehousing experience.
- Administrative support within an organization, preferably in multi‑location operations.
- Data entry, record‑keeping and document management.
- Experience supporting internal controls, compliance, audits, and asset disposal boards.
- Fleet, premises or facilities management is an added advantage.
- Experience in the UN Common system or an international organization is desirable.
Qualifications
- Completion of secondary education is required.
- Any Certification in Administration is desirable, preferably supplemented by technical or university courses related to the field of work.
OR
- A bachelor’s degree in social sciences, business management, administration, finance or any other relevant field of discipline from a recognized academic institution in a field relevant to the position may replace three years of related work experience.
- A master’s degree may replace an additional two years of experience.
