Administration Associate (Assets & Facility Management), Kabul, Afghanistan

Organization: WFP - World Food Programme

Country: Afghanistan

City: Kabul

Office: World Food Programme (WFP) Kabul

Grade: G-6

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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 (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. WFP has been working in Afghanistan since 1963. WFP food assistance aims to help the most vulnerable, food-insecure Afghans, including women and children, and families affected by conflict and natural disasters. In the approved Country Strategic Plan (2018-2022), WFP Afghanistan is well placed to provide comprehensive support to the country in achieving Zero Hunger by 2030 via its six closely interrelated outcomes, which range from emergency response to livelihoods creation, as well as nutrition Programmes based on a life-cycle approach, and the strengthening of national food systems.

The United Nations World Food Programme (WFP) is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters, and the impact of climate change.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief or Administration Officer.

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

To coordinate and provide high quality, client-focused and value-for-money oriented administration services.

KEY ACCOUNTABILITIES (not all-inclusive)

Provides administrative services to Country Office and Area Offices in the area of Inventory, office supplies, facilities management, registry, ITS & archives management;
Implement existing Assets Management, General Equipment Management System (GEMS), facility management database (ARCHIBUS), facilities/accommodation and archive management policies and procedures;
Supervises the administrative assistants (Inventory & Supplies), administrative Assistant Facilities and Business Support Assistant Inventories.

Responsible for management of inventory items, including receipt, identification, inspections, acceptance and posting of Goods Receipt Note (GRN), classification, labelling, valuation and recording in corporate inventory management database (GEMS);
Supervises and ensure timely delivery, receipt and dispatch of supplies and assets to the Field Offices;
Reviews and ensures follow up of corporate procedures prior to distribution, transfer, loan or donation of WFP assets; and up-to-date records and registers of NFI stores;
Supervises/carries out physical count of the assets, compares with inventory records to identify eventual surplus, loss, damage, transfer or unserviceability of the assets; produces regular reports for attention of Admin Officer and Local Property Survey Board;
Reviews list of identified surplus, unserviceable, damaged, obsolete and irreparable items and submits regular reports for attention of Administrative Officer and proposal for disposal of these items as regulated by the Local Property Survey Board;
Prepares Local Property Survey Board (LPSB) meeting minutes for presenting to the LPSB board;
Analysis assets data, prepares GEMS reconciliation reports for management review;
Taking action on implementation of LPSB recommendations; preparation of lots for disposal through auctioning and tendering publically;
Maintains and review inventory files, complete, up-to-date and in chronological sequence; Maintains all supporting documents in inventory files for any actions taken in GEMS;
Prepares Monthly Minimum Closure Assets reports and data reconciliation between GEMS & WINGS FI module;
Ensures proper management of Archives, Mails delivery and receipt, inter office pouch through UNHAS flights, WFP PO-Box, recording of incoming and out going letters;
Ensure proper management of invoice tracking system database;
In line with the retention period of the archives, plans and implement disposal of CO archived files on yearly basis and advises the Field offices on the same;
KEY ACCOUNTABILITIES (Continues...)

Ensure that all lease agreements of CO and Field Offices (office & accommodation) premises are up-to date;
Updates archibus database on regular basis, data input on recurring expenses, recurring income, facility upgrades and provides data for the Green Gas Emission Foot Print yearly report;
Reviews and supervises all facilities maintenance and repairs;
Assists in assessing and maintaining necessary internal control pertaining to various areas of administration; assists in implementation of the recommendations of auditors;
Participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow up actions;
Cross-checks documents created by administrative assistants before routing to the Administration officer’s signature;
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, processed in WFP corporate systems and any operational issues addressed.

Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility.

Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.

Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.

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.

Performs any other duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of First University Degree (Bachelor’s) in Business Administration, Economics or Social Sciences.

Strong knowledge of computer Programmes and Microsoft Office packages and preferably databases.

Experience: Minimum 5 years of progressively responsible work experience in inventory and facility management.

Language: Fluency (level C) in English language and fluency in Pashto or Dari, preferably in both.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Has sound understanding of administrative operating standards.

Has experience in archives management

Having knowledge of SAP application

Has strong abilities in data analysis and report writing skills.

Has the spirit of team work and good supervisory skills.

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

Has provided ad-hoc guidance to new staff members.

FUNCTIONAL CAPABILITIES AND COMPETENCIES:

Reports and Data Management

Planning & Time Management

Strong supervision skills

Client Management

Teamwork

TERMS AND CONDITIONS

Position Title: Administrative Assistant (Assets and Facility Management) Grade: General Service - Level 6 (GS6) Contract: Fixed-Term (FT) - 12 months RENEWABLE Duty Station/travel: Kabul Country Office, Afghanistan with travel inside Afghanistan Salary: Competitive remuneration package Medical Plan: International valid medical plan valid also for staff, spouse and dependents children under 18 years WFP Work Envirionment WFP is committed to ensuring that all its workplaces are free from abuse, offensive behaviour, harassment, abuse of authority and discrimination. WFP is also committed to promoting a work culture in which every employee understands, and is able to carry out, his/her personal responsibilities for maintaining the dignity of work colleagues. WFP seeks to promote gender equality and the empowerment of women. We believe our mission of fighting global hunger worldwide can only be achieved if women, men, girls and boys are offered equal opportunities in terms of access to resources and services and participation in decision making roles. Female candidates and individuals with disabilities are strongly encouraged to apply

DEADLINE FOR APPLICATIONS

Sunday, 22 August 2021

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Female applicants and individuals with disabilities 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.

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Link to the organization’s job offer: https://unjobs.org/vacancies/1628531666841