Asset Management Officer, P3, Budapest At UN High Commissioner for Refugees

Organizational Setting and Work Relationships
The Asset Management Officer supports all activities pertaining to the asset management function including planning, sourcing, transport, shipping, customs and clearance within the Area of Responsibility (AoR). The position may be located at Headquarters, in a Regional Bureau or in a Country Office.
The incumbent is normally supervised by the Senior Asset Management Officer or other senior staff with supply oversight function who defines the objectives and provides general guidance. S/he will also refer to UNHCR manuals and relevant policy papers. The incumbent might supervise national staff and/or AWF at lower grades.
In Bureaux and country operations s/he maintains regular contacts on working level with other UN agencies, UNHCR Partners, NGOs, government partners and commercial contractors in the AoR.

The implementation of the International Public Sector Accounting Standard (IPSAS) requires UNHCR to report on all property, plant and equipment (PPE) in its financial statements. The incumbent will support the coordination of the annual physical verification and management of all PPE on Headquarters or Regional or (Multi-) Country Office level.

In line with UNHCR’s Fleet Management, the incumbent will play a role in coordinating and supporting disposals in accordance with the prevailing rules and regulations and SOPs. Such actions require specific skills and expertise in asset management (AM) including vehicle disposals and a variety of auction mechanisms (on-line, local and/or regional). The incumbent will liaise with Global Asset and Fleet Management (AFMS), if and as required and if applicable.

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
– Implement PPE management and timely disposals of assets within the AoR considering the global strategy and UNHCR short, – and medium-term requirements.
– Plan acquisition, maintenance, asset disposal and replacement within the AoR to maximise the potential income for UNHCR and ensure a timely retirement of surplus assets.
– Ensure that assets are correctly accounted for, maintained and disposed of in a manner that optimizes revenue. Ensure full recognition, correct capitalization and proper valuation of all assets in coordination with the responsible organizational units.
– Develop footprint models that template UNHCR Field Offices ‘right-sizing’ of assets so that assets are allocated based on the needs of beneficiaries.
– Manage contractors in relation to PPE/Asset disposal control activities within the AoR. Supervise asset auctions within the AoR using different auctioning models.
– Reduce redundant processes; contribute to simplify asset management policies and procedures; provide advice on streamlining processes to reduce costs and applying best practices for optimizing revenue.
– Contribute to the revision, simplification and implementation of UNHCR’s asset-related policies, practices and procedures in order to eliminate redundancy and waste, reduce costs and ensure return value to the Organization.
– Monitor compliance with relevant directives, policies and guidance concerning the accountability, use and disposal of UNHCR assets. Immediately address non-compliance and correct activities that adversely affect UNHCR’s asset register.
– Respond to requests for information and advice by applying an in-depth understanding of UNHCR policies and procedures, context, priorities, etc., and coordinate assistance from a range of entities to provide a clear, consistent and timely response.
– Implement PPE and disposal management policies. Participate and support the recording of asset sales as well as remittance of funds from asset sales by Field Offices
– Assist in the physical verification of PPEs within the AoR.
– Disseminate, promote commitment to UNHCR’s relevant policies, standards and guidance on PPE and Asset disposal management within the AoR.
– Contribute to improving and implementing projects to enhance PPE and Asset disposal performance.
– Monitor the quality and accuracy of PPE related data in relevant business systems. Analyse statistical information within the AoR.
– Provide information to assist decision making in order to match Global UNHCR Asset strategy.
– Exchange and promote best practices with other humanitarian organizations.
– Develop relevant contacts and build constructive relations with UN agencies, UNHCR Partners, government authorities and other partners as applicable.

– 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.

Minimum Qualifications

Years of Experience / Degree Level
For P3/NOC – 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

Field(s) of Education
Supply Chain Management; Business Administration; Logistics;
or other relevant field.

Certificates and/or Licenses
HCR Supply Chain Learning Prog;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Proficient knowledge of logistics/supply systems with proven experience at previous work positions, preferably within the UN. Good working knowledge and experience in handling contract issues in the context of UN policies and standards. Excellent knowledge and practice in assets and/or vehicle fleet management in private and/or UN organizations. Good knowledge of UNHCR’s / UN financial and asset related rules, regulations and processes; ability to provide technical guidance to subordinate staff; ability to plan and organise work assignments, often under close deadlines. Experience with on-line, local, international and/or regional auction activities. Proven ability to deal with multiple tasks with speed, in a courteous and service-oriented manner. Database management skills (MS Excel) and experience and working knowledge of ERP systems.

Desirable
Ability to work in harsh, difficult environments with little or no logistical support. Strong interpersonal and negotiation skills to deal with persons of different cultural and educational backgrounds. Working knowledge of MSRP Supply Chain Module would be an advantage. Technical knowledge of types of services, supplies and fleet management by UNHCR for Headquarters, Regional and Field Offices would be an advantage. Relevant training, such as Supply Chain Management (CP-SCM), or other public asset management trainings. Knowledge of UN and UNHCR Financial Regulations and Rules relating to asset management and UNHCR Chapter 8. Proven ability to manage a team.

Functional Skills
*SC-Asset Management
*SC-Fleet Management
*UN-UN/UNHCR Administrative Rules, Regulations and Procedures
SC-PeopleSoft Supply Chain Management
*CO-Cross-cultural communication
*DM-Database Management
(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 asset management, supply management, fleet management, logistics, or any related field.

Desirable experience in organising auctions, data management, analyses and reporting in an international humanitarian context is an asset.

A university degree in, supply chain, business administration, transportation management, logistics, mechanical engineering or any related field.

Required languages (expected Overall ability is at least B2 level):

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Desired languages

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Operational context

Nature of Position:

The Global Fleet Management UNHCR Field Offices and operations provide, safe, professional, and cost-effective fleet management services and solutions to support optimum program delivery. We are committed to provide practical guidance to field operations on the operation and management of UNHCR vehicles, support humanitarian civil servants working with UNHCR vehicles and fleet operations, while delivering the Organization’s mandate of providing protection to forcibly displaced and stateless people.

Global Fleet management Section adapts proactive management approach of UNHCR’s vehicle assets, which may include light vehicles, heavy vehicles, specialist vehicles and motorcycles. Fleet management covers a range of functions, including vehicle procurement and financing, vehicle maintenance, vehicles telematics (tracking and diagnostics), driver and personnel management, speed management, fuel management, and health and road safety management.

The section provides centralized fleet management model to UNHCR, empowering the Organization move beyond simply operating vehicles on a country-by-country and project-by-project basis to actively planning for optimizing vehicle fleet capacity composition and efficiency on a global scale.

The incumbent will coordinate the communication and delivery of Interagency disposal services to the UN Agencies based in these regions through the collection and analysis of the disposal requirements provided by agencies to the disposal team.

The incumbent will also monitor and manage the auctioneers/suppliers in the respective regions by evaluating their performance and their contracts. This includes the coordination of renewals and tendering of new contracts as applicable. Based on the operational context and sensitivity in certain countries, the incumbent might be directly responsible for certain countries, within the assigned regions, that require advanced knowledge and solid experience in disposal activities adequate for specific and complex operational environment in the countries.

The position will be heading a team covering Asia, Europe and the Americas, including 67 countries /1,222 Fleet units, reporting to the Head of Fleet and Asset Management unit.

Living and Working Conditions:

Additional Qualifications

Skills

CO-Cross-cultural communication, DM-Database Management, SC-Asset Management, SC-Fleet Management, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Logistics, Bachelor of Arts (BA): Supply Chain Management

Certifications

HCR Supply Chain Learning Program – UNHCR

Work Experience

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Negotiation & conflict resolution, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2023 Part B – October 2023

Additional Information

Functional clearance

This position doesn’t require a functional clearance