Business Support Assistant (Fleet and Asset Management) Service Contract L-4, Gode

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

This job is found in WFP Gode sub office. The Job holders report to a Head of sub Unit, or delegate.

At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided.

Job holders are expected to manage resources and coach and coordinate a team of support staff.

JOB PURPOSE

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. To provide on-going substantive supervision of a team of staff; Provide technical recommendations on fleet management issues and resolve problems with minimal guidance received from the supervisor.

KEY ACCOUNTABILITIES (not all-inclusive)

Fleet Management

• Provide technical assistance in WFP vehicle fleet management including vehicle insurance and vehicle database operation;
• Ensure that maintenance of WFP vehicles is affected in a timely and efficient manner, and vehicles are technically ready for operation including insurance documents and drivers;
• Establish and maintain monitoring and control systems for all spare parts, lubricants, consumables and tyres issued and their proper utilization;
• Ensure that comprehensive lists of necessary spare parts to be purchased are prepared in a timely manner and accurate records of all items used are always maintained;
• Report on all works carried out related to WFP vehicles;
• Formulate and monitor budget allocations for WFP fleet management purposes;
• Maintain liaison with relevant WFP units and service providers/suppliers with respect to the status of procurement, delivery, financial and insurance matters;
• Verify accuracy and completeness of all invoices and clear them for further processing and payment;

• Ensure that financial data is timely collected, analyzed and entered correctly in WFP corporate system(s); Analyze and resolve discrepancies/irregularities and bring to the attention of the supervisor complex issues;

• Analyze all expenditures and recommend potential areas of cost reduction and/or recovery where possible;
• Prepare monthly/quarterly/annual reports as required;
• Ensure the efficient maintenance of workshop(s) and proper use of WFP vehicles and other related equipment;
• Provide overall supervision, training and guidance for staff as required;
• Follow up WFP policies and procedures;

Asset Management

• 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.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating 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
• Experience utilizing computers, including word processing, spreadsheet, and other software packages in support of fleet management. Ability to read and study technical manuals. Good knowledge of how vehicles work and how various parts of the vehicle interact with each other; Knowledge of driving rules and regulations.

STANDARD MINIMUM QUALIFICATIONS

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 & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word. • 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.

Language: Fluency in oral and written communication in the English language. Knowledge of the local language is an advantage.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

DEADLINE FOR APPLICATIONS

31 March 2021

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.