Business Support Assistant (Fleet & Asset Management), G-4 Gode
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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.
CONTRACTUAL INFORMATION
Job Title: Business Support Assistant (Fleet & Asset Management)
Contract Type: Fixed Term, G-4
Unit/Division: Administration
Duty Station: Gode, Ethiopia
Duration: 1 year (initial)
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.
BACKGROUND & PURPOSE OF ASSIGNMENT
The position will be based in Gode, Ethiopia . The role of the position will be to coordinate and manage WFP fleet and asset management activities and provide technical advice on travel and asset management in accordance to WFP Corporate rules. The successful candidate will report directly to the Administration Assistant, under the overall supervision of the Head of Sub-Office.
KEY ACCOUNTABILITIES (not all-inclusive)
Fleet Management:
- Manage the proper use of WFP vehicles in accordance with WFP Vehicles Management Policies and Procedures.
- Keep custody of fuel coupons and issue to drivers accordingly. Administer fuel utilization and monitor its consumption.
- Compile, reconcile & send monthly vehicle fuel reconciliation, maintenance and parts consumption reports.
- Follow up police and insurance issues when accidents occur.
- Facilitate and document annual inspection WFP vehicles and strictly ensure regular vehicle maintenance as scheduled.
- Follow-up with garages on vehicles under maintenance/services and ensure quality service is provided.
- Ensure fuel and maintenance data is entered in the corporate information management system.
- Generate different reports related to fleet management as required.
- Develop efficient driver assignment schedules and support them to perform effectively in their tasks.
- Develop strategies for greater fuel efficiency.
- Monitoring driver behaviour and ensuring a high level of customer service.
- Utilizing GPS systems to monitor drivers and track vehicles.
Asset Management:
- Extract and input data from various sources in Inventory Management System of WFP corporate tool.
- Maintain a selected number of administrative control records, such as for tracking and issuance of inventory items.
- Initiate and process administrative actions such as those found in inventory management.
- Assist in monitoring status of assets and allotments through WFP corporate systems, record variations, update tables and consolidate data for management review.
- Make computations, calculations and estimates and prepare reports or assist in the preparation of periodic reports including loan forms, tables and charts for disposal.
- Design and update charts and tables utilizing graphic tools, design hard copy.
- initiate, update and track computer assisted processing of administrative actions.
- Assist with day-to-day administration of assets with external resources, Check items against the goods receipt and services provided by the vendors.
- Assist with the annual inventory physical count exercise, record movement of assets and assist in the disposal process.
- Track loan of items to staff members and non-food items purchased.
Perform other duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education.
Experience: Four years of progressively responsible work experience, including at least three years in administration. Experience in fleet and asset management is a must.
Knowledge & Skills:
- Knowledge of specialised administrative work practices and methods, gained through relevant technical training and experience.
- Good communication skills and good understanding of Administration principles and their application.
- Ability to build relationships with a variety of individuals across functions and outside WFP to effectively contribute to the functioning of the unit.
- Ability to plan, coordinate and prioritize multiple tasks; work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.
- Ability to write and present reports.
- Ability to offer guidance or basic on-the-job training to more junior staff.
- Proficient in the use of office equipment and computer software packages, such as Microsoft Word, Excel, Powerpoint, Outlook is a must.
- Understanding of WFP administrative operating standards related to the travel/asset management is a plus.
Language: Fluency in both oral and written English and other Ethiopian regional languages is a must.
DEADLINE FOR APPLICATIONS
19 APRIL 2023
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For this vacancy, priority consideration will be given to qualified internal candidates.
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.
