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.
How To Apply
