UNITED NATIONS DEVELOPMENT PROGRAMME. International Consultancy Asset Manager for the UNDP Juba Southern SSA/OPS- Asset Management/002/2009

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1 UNITED NATIONS DEVELOPMENT PROGRAMME TERMS OF REFERENCE I. Consultancy Information Title: International Consultancy Asset Manager for the UNDP Juba Southern Reference SSA/OPS- Asset Management/002/2009 Supervisor: Head of Procurement Duration: 4 Months Deadline: 16 February 2009 Expected start date: 20 March CVs to: ssa.juba@undp.org and/or Josephine.baruch-tucker@undp.org By Hand to: UNDP Juba Office: ATT: Josephine Baruch-Tucker or Enosa Mbaraza NOTE: Please provide a historical list of previous rates for similar assignments. II. GENERAL Under the direct supervision of the Head of Procurement, the Assets Manager ensures the overall management and control of expendable and non-expendable UNDP office and UNDP project assets, administers disposal of assets and subsequent renewal of inventory data; administers and executes processes and transactions ensuring high quality and accuracy of work. The Assets Manager promotes a client, quality and results-oriented approach. The Assets Manager works in close cooperation with the Operations Teams in the CO as well as UNDP project and other UN agencies staff to provide guidance, share/exchange information and knowledge and ensure consistent and efficient services delivery in compliance with existing regulations on assets III. KEY ACTIVITIES AND DELIVERABES Provide overall guidance and quality assurances on asset management for UNDP office and UNDP projects in compliance with the existing rules and regulations Responsible for coordinating the annual physical inventory of Capital Assets for UNDP Southern Sudan and for reconciling assets once annual physical inventory exercise has been completed. Asset reconciliation includes physical verification of asset reflected in the reports. Any discrepancies must be located, disposed, written-off, and transferred as

2 appropriate. Implementation of the internal control in Asset Management. Supervision of the local asset management staff Ensures proper coordination between the Logistics and Asset Management functions. Support to administrative and financial control of expendable and non-expendable assets Support to knowledge building and knowledge sharing Establish the Asset Management Board (AMB for considering the cases of assets loss, damage, surplus etc and proper and transparent disposals. This includes the review of current assets management system of AMB to be in line with UNDP asset management guidelines and policy); As the secretary of the AMB, ensure quality assurance of all case documentations to be reviewed by AMB, obtain approval from UNDP Juba Office, CAP or ACP and follow up with the decisions made to be executed. Develop Standard Operating Procedures and formalities on assets management issues, Ensure registration and proper record keeping of all assets in the assets tracking database and update for changes, Manage lease agreements for UNDP Juba premises, with the owners, and other UN agencies, as tenants in close coordination with the Administrative Services Unit. Coordinate with UNDP Southern Sudan Programme and Operation sections to properly monitor and transparently retrieve all returnable assets from UNDP SS Implementing Partners (IP), with closure of the contracts in a timely manner. Take necessary steps, in conjunction with UNDP Southern Sudan Asset Management Unit for surplus assets to be disposed-off at the time of any down size or end of the project, in accordance with UNDP Assets Management Guidelines, Annually, Conduct a Physical UNDP Southern Sudan Assets Inventory Check all over the country end of the year, and properly tackle shortages and discrepancies through AMB and report the lists to Snr Management. Set up an effective system for assets life span analysis, as per and taking necessary actions for any asset replacement required and disposals involved, With support of IT section of the office, design a professional database and effective assets tracking system for assets recording and monitoring, including setting up of a contemporary format to issue and return of assets to different UNDP Juba offices and officials, and ensure update of the main asset tracking database for any change. This database should include the feature that allows tracking of the depreciation of the assets in line IPSAS standards that will be adopted by UNDP shortly; Annually conduct CDR Reconciliation of UNDP Southern Sudan assets, as per UNDP Asset Management Guidelines Ensure proper maintenance and storage for assets to be in place for different categories of assets, especially vehicles, generators and IT items; Responsible for updating relevant forms, guidelines, and documents regarding Asset Management for their office; Provide clarification for any discrepancies detected during the count capital assets between previous and current year; Safeguard and control the movement of property, plant and equipment; Run reports monthly to verify that newly purchased property, plant and equipment and location changes are properly reflected in the Asset Module in the ERP system ( Asset Module ); Dispose of property, plant and equipment in a timely manner; Ensure a proper system for warehouse management to be in place and supervise main warehouse as applicable Propose to Management storage/warehouse alternatives and ensure proper warehouse management, supervise main warehouse staff, and provide the necessary guidance for the proper procedures to be implemented and transparent book keeping to be maintained;

3 Review the Assets and Warehouse management and develop the procedures and formalities, Ensures implementation of asset management strategies, focusing on achievement of the following results: Full compliance of asset management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units. Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) for assets management and inventory reporting. Supervises local assets management staff focusing on achievement of the following results: Proper receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users; Appropriate store-keeping; Proper tagging all furniture/equipment upon receipt from the supplier. Update of nonexpendable property inventory record and track movement of furniture piece. Entering records in the asset control database (system) ensuring inventory records are up to date and accurate Support to the management on physical assets disposal. Documentation preparation for submission to CAP/ACP; follow up on request and liaise with requesting unit and maintenance for disposal action Support to the annual physical inventory verification exercise to ensure accuracy of records and location of property. Preparation of inventory reports as required Maintenance of the filing system ensuring safekeeping of confidential materials. Extraction of data from various sources. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit. Follow up on disposal of assets including sale process. Maintenance of assets in Atlas assets module. Follow up with projects staff on inventory reports for projects non-expendables and certification letters from project managers. Follow up on assets loss, theft cases, and accidents ensuring recovery/deductions from staff members pay, as required. Provides support for effective asset and inventory control in the office, focusing on achievement of the following results: Preparation of the unit budget. Maintenance of asset management records such as commitments and expenditures. Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: Responsible for training users on Asset Module. Responsible for communicating with buyers to ensure that all assets are capitalized and

4 proper descriptions are entered. Responsible for communicating with receivers to ensure that assets are received as soon as the item has arrived in good condition with correct serial number, location, and custodian. Briefing/debriefing of staff members on issues related to the area of work Sound contributions to knowledge networks and communities of practice. Knowledge Management and Learning Shares knowledge and experience Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness Understanding of the policies and procedures relating to UNDP assets management. Ability to maintain control systems for assets, materials, services and claims. Ability to administer and execute administrative processes and transactions Ability to extract, interpret, analyze data and resolve operational problems Ability to supervise and guide local staff Ability to perform work of confidential nature and handle a large volume of work Sound knowledge of administrative rules and regulations Strong IT skills including knowledge of Atlas Ability to provide input to business processes re-engineering, implementation of new system Leadership and Self-Management Focuses on result for the clients and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humoured even under pressure IV. Deliverables Establishment of internal control systems in the Asset Management Unit Effective Asset Management System in place Establishment and smooth operation of the AMB Creation of SOP for Asset Management and Inventory Training of Asset Management staff Asset Certification Train Buyers in capitalization of assets in ATLAS Address issues raised in Audit Report on Asset Management V. Desired Qualification & Experience Education: University degree in Business or Public Administration or similar

5 Experience: Strong knowledge of UNDP Procurement and Asset Management Rules and Regulations Minimum 5 to 7 years of relevant experience in operations or program in Asset Management, Procurement and Logistics. Proven ability to design and create databases, usage of electronic data processing equipment and office software packages (MS Word, Excel, etc.). Knowledge of ATLAS would be a strong asset A work experience with an Humanitarian Agency or UNDP would be a strong asset. Procurement certification is a MUST Experience in post conflict countries would be a strong advantage. Competencies: Language Requirements: Demonstrates commitment to UNDP s mission, vision and values Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Displays high regard for integrity Proven ability to work in multi-disciplinary and multicultural teams is essential Fluency in oral and written English Knowledge of Arabic language is a desirable asset