Business Support Associate (IT Asset Administration), G6, Dakar

👉 Vacancy Announcement n°: 177249

📢 Job Title: Business Support Associate

📌Type of Contract: Fixed term

⭐ Grade: G6

✅ Unit / Division: Information Technology

⚡ Duty Station: Dakar, Senegal (Regional Bureau for Western Africa)

✨ Duration: One year (Renewable subject to satisfactory probation and/or availability of funds).

⏰ Closing date: 15 November 2022

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to end global hunger. 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. To learn more about WFP, visit our website and follow us on social media to keep up with our latest news: LinkedIn, Instagram, Facebook, and Twitter.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

WFP’s Regional Bureau for Western Africa (RBD) provides strategic guidance, technical support and direction to WFP operations and activities in 19 countries.

The World Food Programme has developed and is continuing to enhance and maintain a set of digital solutions to help better manage the assets. This includes Global Equipment Management System (GEMS) module, which is the WFP corporate operational asset management tool. It tracks all assets that meet the GEMS Taxonomy definition and criteria and is used for operational purposes, that is, to effectively manage Assets throughout their life cycle.

In conjunction with GEMS, the organization uses three other tools. Where an asset is recorded in more than one system, common data in those systems must be matched. A periodic reconciliation process is required to ensure coherence between these systems.

By updating GEMS on a real-time basis all along WFP assets lifecycle lays the foundation to make possible the increased responsiveness in operational changes. With updated info, assets can swiftly be redeployed to where they are strategically needed. Real-time tracking of assets provides a reduction of unnecessary fixed costs (e.g., by optimizing storage, insurance, etc). Timely disposals will provide maximised profit for re-investment in WFP activities.

The position will also provide administration and financial support on relevant purchase requisition of IT equipment and services in the procurement plan. The creation of Purchase Orders for the internal purchase of IT equipment and Services. To maintain good file records of electronic and physical purchase orders and submit the report to the procurement team upon request. To monitor the status and tracking of IT budget expenditures and allotments through WFP financial systems called WINGS. To review the status of relevant IT expenditures and compare it with the approved budget and to prepare a regular report of IT expenditure and arrange meetings such as workshops and seminars. To review supporting documentation, invoices and verify claims for action in WINGS and IT systems. To post monthly Service Entry Sheet (SES) for contracting services and create invoice matches and follow up until supplier payment is done. To support the processing and management of routine administrative tasks.

ACCOUNTABILITIES/RESPONSIBILITIES:

1. Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
2. Actively seek and use feedback to improve business processes and procedures.
3. Respond to complex business support queries in order to provide a timely and accurate resolution of inquiries for clients.
4. Oversee the maintenance of records and databases to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies.

• Perform day-to-day management of assets in his area of responsibility and ensure accurate and adequate inventory records in Global Equipment Management System (GEMS).
• Be in charge of the reception of assets in his or her respective office and of the timely recording in GEMS, based on the Purchase Orders and Goods Receipt Notes. Note that in this context, “timely” is intended as being performed on the same date of the reception of the assets in questions. Label all the equipment received and enter all relevant information in GEMS and, if a Fixed Asset, ensure that the AMR exists and link it to the EMR.
• Update GEMS immediately with any asset’s detail change.
• Assign assets in GEMS to WFP employees based on approval of Property Officer. Receive assets from assignees upon their reassignment, separation, or completion of the loan period and raise all the necessary paperwork and documentation for the assignment of assets to WFP employees, as well as for the transfer of assets to other Country Offices and the loan to other UN Agencies, NGOS, etc. The Unit authorizing the assignment / transfer of equipment provide the necessary information needed for the correct tracking of assets to the Asset Focal Points.

1. Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.
2. Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively. Schedules the Local Property Survey Board (LPSB) meetings and prepares the submissions for disposal of assets for consideration of the board. This also includes submitting reports on missing assets (in case of loss, theft, assets not found during annual physical count)
3. Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
4. Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations.
5. Provide advice, support and/or training to junior support staff in the provision of business support services, in order to support their learning in providing business support.
6. Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

University degree in information technology, business management or other relevant field, or completion of secondary school with progressive job experience. .

Experience:

Six or more years of progressively responsible work experience in the relative business stream with experience in information systems and general administrative work. Having worked in information systems and telecommunications processes and systems will be an added advantage as the job requires management of IT and telecommunications assets in addition to administrative support.

Knowledge & Skills:

• Specialised knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
• Good communication skills in order to provide specialised business support services to a wide range of individuals.
• Ability to analyse, interpret financial data, and monitor budgets.
• Ability to proactively identify and recommend areas for improvement to the design and delivery of specialised services.
• Ability to build relationships with a variety of individuals across functions.
• Experience in coordinating the work of others and self, training, and supporting others. Ability to maintain confidentiality.

Languages:

Fluency in oral and written English and French

Before you apply…

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, color, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

All employment decisions are made based on 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.

Special notice on office relocation: WFP and other UN Agencies will be moving to the new United Nations House, presently under construction in Diamniadio, 30 kilometres from downtown Dakar approximately around mid-2023. The duty station will remain in Dakar, Senegal.

Apply For Job