Business Support Assistant (Assets) job at World Food Programme (WFP)

Description

The World Food Programme is hiring a Business Support Assistant (Assets) with the following key duties and responsibilities;

Key Duties and Responsibilities:

• Serve as the delegated focal point for the supervision of asset management activities across the UGCO, ensuring full compliance with WFP asset management policies, procedures, and internal controls.
• Provide oversight, guidance, and capacity building to Asset Focal Points, including training, mentoring, and monitoring the effective application of asset management practices.
• Supervise and monitor all asset management training delivered by designated training focal points to ensure quality, consistency, and policy alignment.
• Receive, inspect, label, and record all procured assets both fixed and non‑fixed in GEMS, ensuring timely and accurate registration.
• Ensure all assets are recorded in GEMS with correct original values in line with approved Purchase Orders.
• Update GEMS promptly to reflect any changes to asset details, including location, custodian, responsible unit, status, and condition, ensuring the database accurately reflects the physical asset base.
• Conduct monthly reconciliations of fixed assets and ensure discrepancies are identified and addressed promptly.
• Perform quarterly reconciliations of assets against GEMS records, including assets held by or assigned to third parties.
• Resolve asset management issues raised by Asset Focal Points and Property Officers (Heads of Area Offices, Field Offices, or Units) in a timely and effective manner.
• Report asset losses or damages promptly to the WFP Security Unit for investigation and Asset Management Officer.
• Release and implement GEMS work orders related to Property Survey Board (PSB) approved recommendations, including disposals, transfers, loans, and donations, within agreed timelines.
• Organize, coordinate, and lead the annual physical asset count, ensuring appropriate authorization, reconciliation, resolution of variances, and timely reporting.
• Ensure Asset Focal Points actively participate in annual physical counts under the guidance of the Asset Management Officer.
• Assign assets in GEMS to WFP personnel based on approved authorizations and ensure timely recovery of assets upon staff reassignment, separation, or completion of loan periods.
• Prepare and process documentation for asset assignments, transfers, and loans between WFP offices, ensuring all required GEMS work orders are created and approved prior to asset release.
• Transfers to staff require TEC supervisor approval, while loans and donations must be reviewed by the Asset Management Officer and approved by the CD/DCD.
• Undertake additional responsibilities within the Administration Unit as delegated by the Supervisor.

Qualifications, Skills and Experience:

Education:

• At least a bachelor’s degree in areas of Administration and Finance.

Experience:

• At least three (3) years in a sizable organization performing administrative functions preferably fleet related.

Knowledge & Skills

• Initiative
• Technical skills
• Knowledge of required procedures
• Teamwork
• Communication Skills
• Partnering and Networking
• Excellent organizational skills and attention to detail.

Languages:

• Fluency in English (both oral and written) is required

• Serve as the delegated focal point for the supervision of asset management activities across the UGCO, ensuring full compliance with WFP asset management policies, procedures, and internal controls.
• Provide oversight, guidance, and capacity building to Asset Focal Points, including training, mentoring, and monitoring the effective application of asset management practices.
• Supervise and monitor all asset management training delivered by designated training focal points to ensure quality, consistency, and policy alignment.
• Receive, inspect, label, and record all procured assets both fixed and non‑fixed in GEMS, ensuring timely and accurate registration.
• Ensure all assets are recorded in GEMS with correct original values in line with approved Purchase Orders.
• Update GEMS promptly to reflect any changes to asset details, including location, custodian, responsible unit, status, and condition, ensuring the database accurately reflects the physical asset base.
• Conduct monthly reconciliations of fixed assets and ensure discrepancies are identified and addressed promptly.
• Perform quarterly reconciliations of assets against GEMS records, including assets held by or assigned to third parties.
• Resolve asset management issues raised by Asset Focal Points and Property Officers (Heads of Area Offices, Field Offices, or Units) in a timely and effective manner.
• Report asset losses or damages promptly to the WFP Security Unit for investigation and Asset Management Officer.
• Release and implement GEMS work orders related to Property Survey Board (PSB) approved recommendations, including disposals, transfers, loans, and donations, within agreed timelines.
• Organize, coordinate, and lead the annual physical asset count, ensuring appropriate authorization, reconciliation, resolution of variances, and timely reporting.
• Ensure Asset Focal Points actively participate in annual physical counts under the guidance of the Asset Management Officer.
• Assign assets in GEMS to WFP personnel based on approved authorizations and ensure timely recovery of assets upon staff reassignment, separation, or completion of loan periods.
• Prepare and process documentation for asset assignments, transfers, and loans between WFP offices, ensuring all required GEMS work orders are created and approved prior to asset release.
• Transfers to staff require TEC supervisor approval, while loans and donations must be reviewed by the Asset Management Officer and approved by the CD/DCD.
• Undertake additional responsibilities within the Administration Unit as delegated by the Supervisor.

• Initiative
• Technical skills
• Knowledge of required procedures
• Teamwork
• Communication Skills
• Partnering and Networking
• Excellent organizational skills and attention to detail.

• At least a bachelor’s degree in areas of Administration and Finance.