Administration Officer (Assets & Facility Management) - NOA

Job Description

JOB PURPOSETo support the delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP?s strategy.KEY ACCOUNTABILITIES (not all-inclusive) - part 11. Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.2. Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.3. Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.4. Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.5. Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy.6. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.7. Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries.8. Maintain the partnership with WFP stakeholders, other UN agencies and local government offices.9. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.10. Other as required.KEY ACCOUNTABILITIES (not all-inclusive) - part 2Accommodation:

1. Analysis the reports generated on monthly, quarterly, and annually
2. Assist CO-Admin colleagues for issuance and update guidelines and country-specific SoPs by the instructions outlined in the Accommodation Directive.
3. Regularly review and define the accommodation fees of the relevant WFP-provided accommodation within corporate minimum fees with the approval of CO management.
4. Ensure that proper accommodation fees and reductions or additions pursuant to this SoPs are applied and timely communicated to guests and residents.
5. Review recorded expenses and revenue and perform monthly reconciliation.
6. Prepare upgrade plans for each relevant WFP-provided accommodation to meet quality standards
7. Ensure comprehensive and updated information has been provided for the WFP managed Humanitarian Booking Hub.
8. Ensure adherence to bookings, occupancy, and invoicing standards by the Accommodation Focal Point
9. Follow guidelines issued by the WFP Global Accommodation Manager

1. Ensures assets, especially attractive assets, are properly stores and safeguarded.
2. Ensures GEMS managed properly and focal points are adequately trained.
3. Approves allocation of WFP assets to staff members as well as loan forms.
4. Ensures Gate Pass system for the assets relocations is effectively implemented;
5. Approves relocation of assets within geographical areas of responsibility after finalization of necessary paperwork.
6. Initiates the disposal process of old, obsolete, and surplus assets.
7. Ensures annual physical count of assets initiated and completed within allocated timeframe;
8. Reviews the reconciliation reports of physical count of assets in the offices under his/her responsibility, eases submission to Property Survey Board.
9. Implements LPSB/PSB recommendations in his/her office after approval of the Competent Authority (CD / OIC).
10. Submits final report on status of assets for his/her office to Country Office annually.
11. Initiates replacement of assets, which are broken, unserviceable and exhausted their economic life to maintain in the office.
12. Prepare annual procurement plan for buying of new assets for the year.
13. Ensure that newly procured assets are recorded in the system accurately and timely manners.
14. Ensures that movement of assets are captured in the system on real time basis.

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