Administrative Assistant (Asset Management) – SC5
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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, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
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.
TERMS AND CONDITIONS
You will be eligible for:
- Competitive salary Scale
- Annual leave 1.5 working days per month.
- Sick leave up to 12 working days per year.
- Maternity and Paternity leave as applicable.
- Medical insurance cover for you and your recognized dependents. Your dependent children will be covered until the age of 21 or until the age of 25 when they continue their studies.
- Death and Disability insurance coverage.
- Social security – you will be eligible to a lump sum of 8.33% of the base monthly remuneration in lieu of pension added to your basic salary.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: At least five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work, asset management and fleet management
- Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
- Has supported in providing ad-hoc guidance to new staff members
Languages: Must be proficient in writing, reading and speaking in English and strong communication skills.
ORGANIZATIONAL CONTEXT
The candidate will report directly to Finance Officer/Head of Business Support Service.
JOB PURPOSE
To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.
KEY ACCOUNTABILITIES (not all-inclusive)
Under the direct supervision of the Head of Support Services and the general guidance of the Country Director, the Administrative Assistant – Asset Management will be responsible for the following main duties:
- Organize and monitor asset register
- Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times.
- Manage the performance of asset verification according to prescribed time frames
- Manage capturing of asset information on the inventory list (room list) of the asset holder
- Manage the determination of the asset allocation according to policy and procedure of the organization
- Ensure all assets are recorded and barcoded in the asset register
- Monitor and review the capturing of all physical assets in the physical asset management register
- Advise staff on proper management of assets
- Organize LPSB meeting and Manage Asset disposal process
- Fleet management including asset management of fleet and service and maintenance of cars
- Perform other related duties as required
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
15 December 2022, Mid-night Timor Leste time.
Non-Timorese and manual application will not be accepted.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
