Administration Associate/ Assets & Facilities SC6 – World Food Program – Other locations

JOB PURPOSE

To coordinate and provide high quality, client-focused and value-for-money oriented administration services.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Update the Assets system GEMS in a timely manner to ensure that the database reflects the actual state of the assets (i.e. location, assignee and any other relevant information). Keep the current state of assets up to date in the system after having identified broken and obsolete items available for disposal or repair and ensure that the necessary information is shared with responsible.
2. Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
3. Raise the necessary documentation for the assignment of assets to WFP employees, as well as for the transfer of WFP-owned assets to other WFP offices and loan to partners (UN entities, governments, or cooperating partners)
4. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
5. Plan and implement annual physical count of assets and reconciliation. Keep complete and up-to-date Records of all asset-related transactions (acquisitions, loans, disposals, write-offs and transfers) and make them available to internal and external auditors, as requested; Act as secretary to the PSB in their WFP Offices, in convening meetings and in presenting the relevant documentation.
6. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.
7. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
8. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
9. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

Job Details

Preferred Candidate