SPECIAL – Asset Physical Verification Exercise TOR

1. Background:

Plan International Liberia maintains a wide range of fixed and movable assets across various departments and locations. To ensure accurate asset records, accountability, and compliance with financial, donor and operational policies, a physical verification exercise is urgently required.

2. Objectives:

• Verify the existence and condition of all recorded assets.
• Identify unrecorded, missing, or obsolete assets.
• Reconcile physical assets with the asset register.
• Update asset records with accurate location, custodian, and status.
• Account for the missing assets (if any), through an investigative process.
• Identify untagged or missing assets tag numbers and assign tag numbers
• Recommend improvements in asset management practices for the country mission.

3. Scope of Work:

The exercise will cover:

• All fixed and movable assets (e.g., furniture, equipment, vehicles, Motorbikes, IT hardware).
• All departments, units (Projects), and field offices including Nimba, Lofa and Bomi.
• Assets loaned to partners
• Verification of asset tags, serial numbers, and physical condition of all the available assets.
• Documentation of discrepancies and recommendations.

4. Methodology:

• Review existing asset register and documentation.
• Conduct physical inspection of assets to confirm physical existence based on the existing asset register.
• Print out list of physically verified assets per office, department and units signed by custodian and pasted at the back of the door for each location.
• Interview custodians and department heads to explain their respective assets conditions and status
• Record findings in a standardized verification template to be developed.

5. Deliverables:

• Verified and updated country asset master register.
• Summary report of findings and discrepancies.
• Recommendations for asset disposal, tagging, or reallocation, or transfer etc.
• Final verification report submitted to management and Budget Holders.

6. Timeline:

The exercise will be conducted over a period of two (2) months, starting from 24^th November to 24^th January 2026.

7. Team Composition:

• Asset and Stock Management Officer – as the Asset Verification Lead.
• Hired 2 – 3 asset verification incentive workers (or Interns) to support the process.
• PIIAs Focal Points (Supply Chain and Operations staff), that will work with the verification team.
• Internal Audit (Risk Management and Internal Controller) to provide oversight.

8. Reporting:

The verification team will report to the Logistics and Administration Manager and be expected to provide weekly progress updates. Final report to be submitted between 24^th and 30^th January 2026.

9. Resources Required:

• Access to asset register and relevant documentation
• Verification tools (e.g., scanners, forms)
• Transportation and logistics support

10. Budget for incidental expenses breakdown:

The budget is inclusive of incentive and DSA for the 2 Hired interns who will support the asset verification process in Monrovia, Bomi, Lofa and Nimba and Margibi counties. Plan’s DSA flat rate of $40.00 will be used for Bomi, Lofa and Nimba counties for 15 days beginning January 5,2026 through January 27^th, 2026.

The movement of the interns will also be facilitated by Plan International Liberia.

Applications:

Last date for submission of Application (CV and cover letter) is: 9^th December 2025 by 5:00 pm

All qualified and interested applicants can submit a cover letter with their CVs. Applications should be submitted by email to: Liberia.Recruitment@plan-international.org with the position title on the subject line.

Prepared by:

Reviewed by:

Approved by: