Administrative Assistant - Asset Management Open to internal and external applicants

Administrative Assistant - Asset Management [Open to internal and external applicants] UNDP - United Nations Development Programme Baghdad National NPSA-5, National Personnel Services Agreement level Speaks Arabic, English, Kurdish Application deadline: April 05, 2026 Closed Apply Summary by Impactpool The UNDP is seeking an Administrative Assistant for Asset Management to support the efficient management of common premises and shared services. The role involves ensuring compliance with administrative management and inventory procedures, assisting in asset management, and providing support for effective administrative and financial control. The incumbent will work closely with the Operations Specialist and collaborate with various teams to deliver consistent service. Candidates should demonstrate a client-oriented approach and the ability to work in a multicultural environment. Candidate Requirements: Secondary education or Bachelor's degree in relevant field Minimum 5 years of experience in administration or program support Experience with office software and ERP systems Fluency in English and Arabic; knowledge of Kurdish is a plus Experience in UN/UNDP or international organizations is desirable Knowledge of IPSAS and/or IFRS is desirable Certifications in Administration and Procurement are a plus Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: Tier 0 : UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. Tier 1 : Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments Tier 2 : UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers Tier 3 or no tier indicated : All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background The UNDP Country Office administers and manages common premises and shared services on behalf of the co-located UN agencies, funds, and programs. The Common Premises Unit is established to ensure the efficient, secure, and cost-effective management of all common premises, assets, and services. The unit's objective is to provide high-quality support services to all Participating Agencies, enabling them to focus on their core mandates Under the guidance and durect supervision of the Operations Specialist – CP, the Administrative Assistant – Asset Management demonstrates a client-oriented approach and ability to work with people of different national and cultural backgrounds. The incumbent works in close collaboration with the Programme and Operations Teams staff, and other UN agencies staff to exchange information and ensure consistent service delivery. Duties and Responsibilities Ensure implementation of operational strategies in alignment with governing rules and regulations and with a focus on consistency and quality. •    Ensure full compliance of administrative 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 CP/CO units. •    Provide inputs to the CP administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). Support Assets Management. •    Assist the Operations Specialist - CP in setting up asset management procedures in the CP; and prepare, certify and submit timely inventory reports. •    Receive, inspect and verify of all incoming equipment, furniture and supplies; and tag all furniture/equipment upon receipt from the supplier. Update non-expendable property inventory records, and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information. Schedule deliveries to users and track movement of furniture pieces. •    Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles. Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS. •    Provide support to management of physical assets disposal. Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data. •    Assist in the reconstruction of annual physical inventory verification exercise to ensure accuracy of records and location of property. Ensure that managers sign off on the physical count and correctness of the inventory system database. •    Identify problem areas in the inventory system to ensure reliability of information retrieved from the system (e.g., includes input and conversion of data entered into the system, maintenance of system, and corrective actions taken). Provide support for effective administrative and financial control in the CP Unit. •    Assist in and provide inputs to the preparation of the unit budget. •    Maintain administrative control records such as commitments and expenditures. •    Review, verify and reconcile a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations. •    Consolidate and prepare su