Job Summary

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, analyze 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. 

Job Requirements

Completion of secondary school education.

4 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.

How to Apply

WFP is an equal opportunity employer. Female candidates meeting the above qualifications are encouraged to apply on-line through the WFP recruitment website.

Public access (for external VA) follow this link.

This VA is open ONLY to Ethiopian Nationals.

Please note that WFP does not charge a fee at any stage of the recruitment process.

Only qualified candidates will be contacted. Dead Line 31.03.2021