Management Services Assistant-Asset Management G4 at World Food Programme (WFP)

THE ROLE

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

KEY ACCOUNTABILITIES: (not all-inclusive, nor exhaustive):

• Creating purchase requisitions for goods and services.
• Receipt of assets, timely inspection and posting of Goods Receipt Note (GRN)/Service Entry Sheets (SES) in the system as well as timely labelling of assets.
• Ensure that invoices received are promptly forwarded to finance unit and all relevant documents attached for payment processing in line with WFP/IPSAS guidelines.
• Ensure that Equipment Master Records (EMR) and Asset Master Record (AMR) where applicable are recorded in the system correctly as per relevant Purchase Order (PO) and in line with WFP/IPSAS guidelines on valuation of assets.
• Ensure adequate stockholding of stationery and other non-food items required for smooth operations within the Country Office by maintaining stock records or stock cards where applicable.
• Update Global Equipment Management System (GEMS) in a timely manner to ensure that the database reflects the actual state of the assets (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 units and/or main Asset Focal Point (AFP).
• Proactively flag any issues to the Main Asset Focal Point(s) and/or management ensuring that they are aware of the situation and can take action to secure and safeguard assets to the maximum extent possible, e.g., among other actions, Fixed Assets not in use are stored in locked storage space/warehouse and that oversight is assured in the management of high-pilferage assets. Receive request for assets or stationery from staff/units/offices within the country office and assist to dispatch items requested for from the stores timely upon approval by relevant delegated authority of the responsible unit.
• 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, loan and handover forms to partners (UN entities, governments, or cooperating partners).
• Receive assets from assignees upon their reassignment, separation, or completion of loan period of loaned assets, and complete the necessary administration procedures in the system.
• Actively participate in the physical count and provide all necessary information to the main Asset Focal Point to facilitate the reconciliation process and conduct asset spots checks quarterly in different functional locations within the duty station.
• Provide input to the main AFP in relation to Property Survey Board (PSB) meeting preparations and assist in the implementation of approved PSB recommendations.
• Participate in the disposal process from identifying items of disposal, documentation and dispatch of goods once recommended disposal action is complete.
• Stand-in for staff in charge of the stores when staff member away/on leave or when required to assist at the stores.
• Any other duties that may be assigned within the Management Services Function.

QUALIFICATIONS AND EXPERIENCE:

• Education: Completion of secondary school education
• Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge and Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word and Excel.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.