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Asset Management Assistant - Global Fund

Harare (Zimbabwe)

  • Organization: UNDP - United Nations Development Programme
  • Location: Harare (Zimbabwe)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • HIV and AIDS
    • Procurement
    • Administrative support
    • Logistics
    • Operations and Administrations
    • Supply Chain
    • Malaria, Tuberculosis and other infectious diseases
    • Banking and Finance
  • Closing Date: 2021-06-23

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Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations. 
 
The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance and supports the results of UNDP’s 2018-2021 Strategic Plan, focusing on seven outcomes including, strengthening institutions to progressively deliver universal access to basic services (Outcome 3). The HIV, Health and Development Group (HHD Group), within BPPS, is helping to contribute towards this outcome. The HIV, Health and Development Strategy 2016-2021: “Connecting the Dots” elaborates UNDP's work on HIV and health in the context of the 2030 Agenda for Sustainable Development. UNDP’s partnership with The Global Fund, makes a vital contribution to UNDP’s Strategic Plan, the 2030 Agenda for Sustainable Development, the SDGs, and the pledge to leave no one behind. 
 
UNDP has an important role in supporting health outcomes by supporting countries to address the social, cultural, and economic determinants of HIV and health, in partnership with UN entities and other organizations. This is done through UNDP’s core work in reducing inequalities and social exclusion that drive HIV and poor health, promoting effective and inclusive governance for health, and building resilient and sustainable systems for health. UNDP also contributes through its coordinating and convening role in bringing together multiple partners and resources at national and local levels.
 
As a trusted, long-term partner of The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund, GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management. Within the HHD Group the Global Fund – Health Implementation Support Team (GF/HIST) is a dedicated team providing support to UNDP Country Offices implementing health and development programmes.  
 
In Zimbabwe, UNDP is the interim Principal Recipient (PR) for the HIV grant and is also providing Support Services (Fund Administration (FA) Support Services) to the Ministry of Health and Child Care (MoHCC) as the continuing PR for the tuberculosis (TB) and Malaria grants. UNDP-GF partnership under the 2021-2023 allocation aims to contribute towards the achievement of the vision and goals of Zimbabwe National HIV Strategic Plan, 2021-2025. For effective implementation of the Global Fund resources, UNDP Zimbabwe has established a Program Management Unit (PMU), which is responsible for the day-to-day overall programme management, risk management, policy guidance, financial accountability, procurement of goods, including health products and services, strengthening of the national pharmaceutical and laboratory supply chain systems, including the Solar for Health (S4H) initiative and monitoring and evaluation. The GF resources are implemented in accordance with UNDP rules, policies and procedures, the grant confirmation, corporate agreements with the GF and in close coordination with the national partners, including the National AIDS Commission (NAC), MoHCC, national disease programmes, NatPharm, NGOs, CSOs, communities, technical partners, UN entities and the Global Fund (Local Fund Agent) and Country Coordinating Mechanism.  
 
In order to provide strategic planning, programmatic and operational management, and oversight to the GF portfolio to achieve the defined programme goals, targets and effective delivery, a dedicated Project Management Unit (PMU) has been established.
 
Under the guidance and supervision of the Finance Specialist, Asset Management Assistant is responsible for the oversight on all grant assets used by UNDP and those under temporary custody agreement with the partners. S/he ensures that the assets registers are well maintained, and partners submit timely reports on all assets. This will be done in accordance with UNDP rules, policies and procedures, including Asset Policy and Guidelines, the grant agreement, Sub-recipient Agreements and corporate agreements with the GF, and working in partnership with national stakeholders, Sub-recipients (SRs) and Sub-sub-Recipients (SSRs) and close coordination with the GF (including Local Fund Agent), CCM technical partners and UN entities, and the GF/HIST.
 
The Asset Management Assistant will promote a collaborative, client-oriented approach, ensuring integration across functional areas within the PMU and support to the integration of capacity building and health system strengthening activities.
 

Duties and Responsibilities

Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
  • Support the Finance Specialist/Analyst in the preparation of audits, and timely follow up on audit recommendations related to asset management.  
  • Ensures implementation of effective internal controls and checks to ensure appropriate use, maintenance, completeness, and accuracy of assets records. 
  • Supports the development of project finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with Country Office.
  • Supports the asset procurement planning process based on needs assessment, asset distribution process and ensures the readiness of SRs/SSRs to assume custody of the assets; and 
  • Elaborates proposals and implementation of cost saving and reduction strategies in consultations with PMU units.
Provides oversight on Sub-recipient and Sub-sub-recipient asset management and PMU focusing on achievement of the following results:
  • Act as an Asset Focal point for PR/SR assets in the maintenance of records on assets management.
  • Ensure that all custodians of grant assets are familiar with the UNDP and Global Fund Asset Management rules and regulations.
  • Ensures the proper tagging of projects assets before distribution to SRs /SSRs and that assets financed by Global Fund resources are identifiable. 
  • In consultation with SRs, develop annual asset verification plans and monitor the implementation of these plans.
  • Reviews regular reports on asset management and status from SRs and highlight issues to the Finance Specialist.
  • Develops a work plan for the periodic reviews and/or assessments of the current condition and expected estimated remaining useful life of the Fixed Assets are completed. 
  • Conducts regular reconciliation of project expenditures on asset acquisition with asset registers to confirm the completeness of asset registers.
  • Conducts regular asset verifications and at least one annual physical inventory of assets for all grants.
  • Tracks and ensures adequacy of assets insurance in line with UNDP guidelines.
  • Ensures that all PMU assets are recorded in Atlas and grant asset register as per UNDP guidelines.
  • Maintains an up-to-date consolidated asset register of all assets with PR and SRs/SSRs for the current grants.
  • Ensures that assets in the custody of PMU staff and employees are recorded and a log of movement of assets is kept.
  • Ensures that transfer of assets to implementing partners is properly documented and in accordance with UNDP rules and regulations.
Responsible for management of assets transfer and disposals focusing on achieving the following results:
  • Ensure that periodic review of assets for disposal during grant implementation and at the end of the grant and makes appropriate recommendations for disposal as per UNDP rules and regulations.
  • Ensure that Atlas and all UNDP records are updated accordingly on transfer or disposal of Assets.
  • On loss of assets through theft or damage, ensure that cases are properly reported and documented as per the UNDP guidelines for purposes of asset retirement and / or disciplinary action, and.
  • Ensures the submission of Request for Disposal / Transfer to the internal review committee for review and recommendation to the authorizing officer.
Ensures facilitation of capacity building and knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
 
  • Organization of trainings for the operations/ projects staff on asset management.
  • Training of SRs and SSRs engaged in the conduct of physical inventory.
  • Strengthen assets management procedures at SRs and SSRs.
  • Provide technical support to SRs and SSRs in reinforcing the Global Fund asset management functions.
  • Synthesis of lessons learnt and best practices in asset management to build the capacity with relevant partners.
  • Sound contributions to knowledge networks and communities of practice.
 
Any other duty assigned by the Finance Specialist.

Competencies

Innovation
Ability to make new and useful ideas work
Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
 
Leadership
Ability to persuade others to follow
Level 2: Proactively identifies new opportunities and challenges
 
People Management
Ability to improve performance and satisfaction
Level 2: Takes ownership of responsibilities
 
Communication
Ability to listen, adapt, persuade, and transform
Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity
 
Delivery
Ability to get things done while exercising good judgement
Level 2: Meets goals and timelines for delivery of products or services;     
 
Asset Managemen
Ability to manage asset management, policy, and procedures to meet operational needs
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Project Management 
Ability to plan, organize and control resources, procedures, and protocols and to achieve specific goals
Level 2: Execute & Learn: Execute & Learn: Perform defined tasks
 
Relationship Management
Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination, and forge productive working relationships   
Level 2: Execute & Learn: Execute & Learn: Perform defined tasks
 
Risk Management
Ability to identify and prioritize risks, and organize action around mitigating them
Level 2: Execute & Learn: Execute & Learn: Perform defined tasks
 
Capacity Development
Ability to strengthen and maintain the capabilities of individuals, societies, organizations, and governments to set and achieve development objectives over time
Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

 

Required Skills and Experience

Education
  • Secondary Education, preferably with specialized certification in Accounting and Finance. 
  • University Degree in Business or Public Administration desirable, but it is not a requirement.
Experience
  • Minimum of 5 years of progressive relevant finance experience at the national or international level is required. 
  • Knowledge of UN or UNDP rules, policies, and procedures, is an asset. 
  • Knowledge of Global Fund’s rules, policies and procedures is an asset. 
  • Experience in the management of assets is an asset. 
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
Language Requirements
  • Fluency in English with good verbal and written skills.
 

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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