Asset and Inventory Assistant

Context:

Under the overall supervision of the Resource Management Officer and the direct supervision of the Senior Finance Assistant, the Asset and Inventory Assistant will provide asset creation, tracking and retirement functions in accordance with IOM policies, rules and regulations.

Core Functions / Responsibilities:

1. Create assets in PRISM as required.

2. Physically count assets assigned to individuals in Citibank Tower and the Manila Health Center at Trafalgar Plaza.

3. Visit different units (based on a schedule provided by the supervisor) for the purpose of conducting physical assets counts, tagging, scanning and checking.

4. Administer “Asset Assignment Forms” and “Memorandum of Receipt” for assets in PRISM.

5. Report all discrepancies in PRISM VS Physical to Senior Finance Assistant for review, evaluation and recommendation.

6. Submit verification reports to the Senior Finance Assistant for collation and annual reporting.

7. Manage files and reports relating to actual inventory versus asset assignment in PRISM such as ATF (Asset Transfer Form), ADF (Asset Disposal Form), DOD (Deed of Donation) and ALDR (Asset Lost/Damage Report).

8. Handle issues concerning damaged and lost assets for insurance claim and endorsement to GPSU.

9. Determine defective assets that are not in use by verifying with staffs and arrange for disposal or sale.

10. Facilitate approval for proper documentation for assets needed to be dispose for asset retirement and make sure that it is retired in PRISM records.

11. Perform asset tag printing for newly acquired assets and update SAP records for assignee/s and serial numbers.

12. Perform other related duties as may be assigned by the Supervisor. (This includes processing of MIGO, RFP’s and RFQ’s both for common services and Local Procurement.)

13. Upon request from colleagues based in Mindanao, create, transfer and retire assets as needed.

14. Perform other duties as assigned.

Required Qualifications and Experience

Education

· University degree in Business Administration, Accounting or a related field from an accredited academic institution, with one year of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multinational organization; or

· Completed High School degree from an accredited academic institution, with three years of relevant professional experience.

Experience

· Experience performing assets management of which six months in any UN system or any multi-cultural organization will be an advantage;

· Work experience using SAP procurement module is an advantage.**

Skills

· Computer literacy including MS Office applications such as Word, Excel etc.

Languages

Fluency in English and Filipino is required. Working knowledge in Spanish and French is an advantage.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

· Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

· Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

· Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators *level 1**

· Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

· Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

· Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

· Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

· Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency…

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite work. The working modality will be further discussed during the interviews.