Administration Associate (Assets and Facilities) G6, Baghdad, Iraq

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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The United Nations World Food Programme (WFP) is the world’s largest humanitarian organization, saving lives in emergencies, building prosperity, and supporting a sustainable future for people recovering from conflict, disasters, and the impact of climate change. In 2021 WFP supported 652,800 people in Iraq. Through providing food for vulnerable people, skills to build futures, and enhanced social protection, WFP is helping the Government of Iraq build people’s food security and resilience. For more information, see wfp.org/countries/iraq and ar.wfp.org/countries/iraq.

ORGANIZATIONAL CONTEXT

This position is part of the Admin Unit of the Iraq CO and based in Baghdad. It reports to the National Admin Officer and although it does not have any subordinates, the incumbent has functional supervision of part of the work performed by several other WFP staff in Iraq.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

Track all assets acquired by WFP Iraq through the Global Equipment Management System (GEMS) and GEMS Mobile. Monitor both old and newly acquired assets in accordance with established procedures for Assets Management.

JOB PURPOSE

In Iraq, WFP has asset worth over 8 million USD, over 8,000 items managed in corporate systems. It also has offices in 6 locations current with other UN agencies. The incumbent of this position is the CO focal point and expert for these systems and the day-to-day business process registration and deactivation of assets as well in planning for the maintenance. In addition to his/her own task, the incumbent will advise, and train other CO staff involved in these business processes and system and will remain accountable for the integrity and correctness of the information in the databases

KEY ACCOUNTABILITIES

1. Verify resource requirements in the area of responsibility (WFP Assets and facilities management) and assist in the identification of new requirements to facilitate efficiency and cost effectiveness of operations and services.
2. Responsible for provision of services (asset and facilities management), 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. 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.
4. Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded and any operational issues addressed.
5. Adapt and update administrative processes, supporting the implementation of operating procedures, to contribute to the continuous improvement of administration services within the area of responsibility.
6. Respond to a range of queries related to the provision of administrative services to support in the resolution of daily issues.
7. 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.

STANDARD MINIMUM QUALIFICATIONS

Education: Desirable, Bachelor’s degree in IT, Business Administration, Accounting, or another related field. Minimum, completion of secondary school education with specialised training or relevant post-secondary certificate in the related functional area.

Language: Fluency (level C) in English language and Arabic language.

Experience: At least 6 years of experience in administration or related areas.

OTHER SPECIFIC JOB REQUIREMENTS

1. Supervise the daily activities and functioning of assets and facility.
2. Draft and execute documents containing relevant aspects of the annual physical asset count and reconciliation from preparatory works to final report submission.
3. Provide last review to all asset reports from the field offices
4. Participate in negotiating the establishment and renewal of lease agreements/MoUs and ensure the corporate facilities management database (ARCHIBUS) is updated with accurate statistical information.
5. Maintain a database of lease agreements and MoUs for Offices by processing renewals within the stipulated deadline.
6. Participate in the identification of new office or guest house premises through joint assessments with Security, ICT and Engineering teams; verify requirements for WFP contractual obligation.
7. Support in other areas apart from Asset and facility Management as required or during absence of Admin Colleagues.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day-to-day work.

Provided ad-hoc guidance to new staff members

TERMS AND CONDITIONS

Position Title: Administration Associate (Assets and Facilities)

Contract Type: Fixed Term

Grade: G6

Duty Station: Baghdad, Iraq

Salary: Starting at USD 2538.42 per month.

Medical Plan: Valid medical plan for the staff member, spouse, and dependent's children under 18 years

Annual Leave: 30 working days per annum

DEADLINE FOR APPLICATIONS

Applications close on 24 November 2022

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All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.