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  • Posted: Jun 11, 2018
    Deadline: Jun 20, 2018
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    The World Food Programme is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing hunger and promoting food security.
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    Administrative Assistant (Assets Management),

    This position is open to qualified Kenyan candidates. Female candidates in particular, are encouraged to apply.

    Duties and Responsibilities

    • Under the direct supervision of the Senior Administrative Assistant (Assets Management) and overall supervision of the Head of Administration Unit, the incumbent will be responsible for the following duties:
    • Maintain up-to-date Global Equipment Management System (GEMS) records of all assets/inventory items for the Country Office and Area Offices;
    • Generate regular assets reports from Corporate Assets Management Database-(GEMS), review data integrity, analyse data to identify inconsistencies if any, and recommend corrective action;
    • Perform Fixed Assets reconciliation on a monthly basis;
    • Compile a list of old, obsolete/disposable assets/inventory items for the Country Office and present to the Local Property Survey Board(LPSB);
    • Prepare and maintain records for new inventory items and match them against the Purchase Order, invoice and delivery;
    • Promptly raise Good Receipt Notes (GRN) in WINGS II; attaching inventory labels to the procured assets and assignment to the responsible unit;
    • Compile and prepare reports for informative decision making and to support the effective and timely management of WFP resources;
    • Conduct Physical Count of Assets (PCA) as per corporate timelines, investigate and report discrepancies (loss, damages, unserviceable property) if any, and present to the LPSB with appropriate suggestions for structured deliberations and policy compliant recommendations;
    • Monitor the implementation of LPSB recommendations to ensure that all recommendations are acted on;
    • Ensure that any transfers of WFP property to government counterparts, cooperative partners, retailers are duly recorded in line with corporate procedures;
    • Ensure payment for assets related supplies and/or services are processed promptly and expenditure recognized/accrued in WINGS as per IPSAS requirements;
    • Respond promptly to a range of assets related queries;
    • Provide training and guidance to Asset Management Focal Persons on processing of GEMS/WINGS transactions including on-the-job training;
    • Conduct oversight of asset management activities in Area Offices across Somalia;
    • Perform other related duties as required.

    Minimum Qualifications

    Education:

    Completion of secondary school education. A post-secondary certificate in administration or other fieldrelated to functional is desirable.

    Experience:

    Four years of progressively responsible support experience in general administrative work including at least one year in the field of inventory and assets management.

    Language:

    Fluency in both oral and written communication in English is a requirement.

    Knowledge and skills:

    Has demonstrated an ability to perform all routine administrative activities in line with WFPsoperating standards through day-to-day work. General knowledge of UN system policies, rules, regulations and procedures and in the area of work would be an added advantage

    Method of Application

    Interested and qualified? Go to World Food Programme (WFP) on career5.successfactors.eu to apply

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