Asset Management Associate

VACANCY ANNOUNCEMENT Asset Management Associate The Sudanese American Physicians Association (SAPA) invites applications from qualified, competent, and highly motivated candidates for the position of Asset Management Associate . SAPA seeks a detail-oriented professional to strengthen its asset management systems, safeguard organizational resources, and ensure the efficient, transparent, and accountable use of assets in support of its humanitarian and operational activities.

The successful candidate will be responsible for maintaining accurate asset records, monitoring asset utilization, coordinating physical verification exercises, tracking asset movements, and ensuring compliance with SAPA policies, internal control procedures, and applicable donor requirements.

1. Position Information Position Title: Asset Management Associate Organization: Sudanese American Physicians Association (SAPA) Department: Operations / Admin Duty Station: Sudan Country Office Reports To: Admin Manager Contract Type: Service Contract Contract Duration: One Year Application Deadline: 20/10/2026 2.

Key Responsibilities

A. Asset Registration and Documentation Maintain and regularly update SAPA’s centralized asset register, ensuring accurate records of asset descriptions, identification numbers, serial numbers, acquisition dates, purchase values, locations, custodians, funding sources, and conditions. Ensure that all applicable assets are tagged, coded, recorded, and assigned to designated staff or departments.

Maintain complete and organized supporting documentation for asset acquisition, allocation, transfer, maintenance, and disposal. Ensure that asset records are updated promptly following any change in location, assignment, condition, or status. B. Physical Verification and Inventory Control Conduct periodic physical asset counts and verification exercises across SAPA offices, warehouses, project locations, and other operational sites.

Reconcile physical verification results against the asset register and report discrepancies for investigation and resolution. Follow up on missing, damaged, obsolete, or underutilized assets and maintain appropriate incident and corrective-action records. Support the development and implementation of annual asset verification plans.

C. Asset Allocation and Movement Coordinate the issuance, transfer, reassignment, return, and recovery of organizational assets. Ensure that asset handover forms and custody acknowledgments are completed and appropriately authorized. Coordinate with Human Resources to ensure that staff clearance and separation procedures include the return and verification of assigned assets.

Maintain updated records of asset custodianship and location throughout the asset lifecycle. D. Maintenance and Lifecycle Management Monitor asset conditions and coordinate routine maintenance, servicing, and repairs with relevant departments. Maintain maintenance histories and records of repair costs, warranties, and insurance where applicable.

Identify obsolete, damaged, idle, or uneconomical assets and submit recommendations for appropriate action in accordance with SAPA procedures. Support asset disposal processes, ensuring proper authorization, documentation, and compliance with donor-specific restrictions. E. Compliance, Reporting, and Audit Support Ensure that asset management practices comply with SAPA policies, internal controls, contractual obligations, and applicable donor requirements.

Prepare periodic asset management reports covering inventory status, asset movements, discrepancies, maintenance, losses, and disposal. Provide accurate asset records and supporting documents during internal and external audits, donor reviews, and compliance assessments. Maintain confidentiality, transparency, and traceability in all asset-related transactions.

Recommend improvements to asset management procedures, controls, and reporting systems. F. Coordination and Systems Improvement Work closely with Logistics, Procurement, Finance, Human Resources, Information Technology, and program teams to maintain effective asset control. Support the implementation and use of digital asset tracking systems and standardized inventory tools.

Promote responsible asset utilization, cost efficiency, and accountability across SAPA offices and projects. 3.

Qualifications

and Experience A bachelor’s degree or diploma in Logistics and Supply Chain Management, Business Administration, Accounting, Finance, Information Management, or a related field. At least two to three years of relevant professional experience in asset management, inventory control, logistics, or supply chain operations.

Demonstrated experience maintaining asset registers, conducting physical inventories, and reconciling asset records. Proficiency in Microsoft Excel and other inventory management or digital recordkeeping systems. Knowledge of asset lifecycle management, internal controls, documentation standards, and audit requirements.

Experience working with humanitarian or nonprofit organizations and familiarity with donor-funded projects will be an advantage. 4. Required Competencies and Skills Strong organizational skills and exceptional attention to detail. High standards of integrity, accountability, and professional ethics. Strong analytical, recordkeeping, and reporting capabilities. Ability to identify discrepancies, investigate issues, and recommend corrective actions. Effective communication and coordination skills. Ability to prioritize tasks, meet deadlines, and work independently with minimal supervision. Commitment to SAPA’s mission, organizational values, safeguarding principles, and Code of Conduct. 5. Performance Expectations The successful candidate will be expected to contribute to the following results: Accurate, complete, and regularly updated asset records. Improved visibility and traceability of organizational assets. Timely completion of physical verification and reconciliation exercises. Proper documentation of asset assignments, transfers, maintenance, and disposal. Prompt reporting and resolution of asset discrepancies. Improved compliance with organizational policies and donor requirements. Enhanced readiness for internal and external audits. 6. Application Procedure Qualified candidates are invited to submit the following documents: An updated curriculum vitae (CV). A cover letter outlining relevant qualifications, experience, and suitability for the position. Contact details for at least two professional referees. Applications should be submitted to recruitment@sapa-usa.org with the subject line: Application – Asset Management Associate Application deadline: [Insert Date and Time] Only shortlisted candidates will be contacted. SAPA reserves the right to conduct competency-based assessments, reference checks, and background screening in accordance with its recruitment and safeguarding procedures. 7. Equal Opportunity and Safeguarding SAPA is committed to fair, transparent, and merit-based recruitment and to maintaining a safe, respectful, and inclusive working environment. All staff are required to comply with SAPA’s Code of Conduct, safeguarding policies, and applicable protection standards. SAPA has zero tolerance for sexual exploitation and abuse, harassment, fraud, corruption, and other forms of misconduct. The selected candidate will be expected to uphold the highest standards of integrity and accountability in the management of organizational resources. Join SAPA and contribute to strengthening accountability, operational excellence, and the responsible management of organizational assets. Sudanese American Physicians Association (SAPA)