The IT Asset Team leader and members are appointed by the Office HOU responsible for assets in their area IT in this case for the entire IT TEC assets in the Country office. The Asset Focal Point is delegated to manage various Asset management related activities.
KEY ACCOUNTABILITIES (not all-inclusive)
Asset Focal Point shall:
- Be formally appointed by the Office Director and have necessary authorization rights in GEMS after having completed the required training;
- Receive ordered assets and ensure their timely inspection;
- Post Goods Receipt Note (GRN) upon receipt of assets, ensuring accurate recording in FI-AA (if capitalization thresholds are met); in such case, ensure creation of an AMR and linking it to the respective EMR;
- Make sure that assets are labelled and recorded in GEMS in a timely manner (performed on the same date of the receipt of the assets);
- Ensure assets are created with correct original values as per PO(s);
- Update GEMS immediately with any asset detail change to ensure that the database reflects the actual state of the assets, i.e. location, assignee and any other relevant information;
- Review the state of assets on a regular basis, identify broken and obsolete items available for disposal or repair, update the system accordingly, and ensure that the necessary information is shared with responsible units and/or main AFP;
- Proactively flag any issues to the main Asset Focal Point(s) and/or management ensuring that they are aware of the situation and can take action to secure and safeguard assets to the maximum extent possible;
- AFPs should be on the alert for any unusual patterns or large requests for equipment or other assets and report, follow-up, resolve any issues;
- Raise the necessary documentation for the assignment of assets to WFP employees, as well as for the transfer of assets to other WFP Offices and loan to partners (UN entities, governments, or cooperating partners);
- Receive assets from assignees upon their reassignment, separation, or completion of loan period of loaned assets, and complete the necessary administration in the system.
- Actively participate in the physical count and provide all necessary information to the main Asset Focal Point to facilitate the reconciliation process;
4Ps CORE ORGANISATIONAL CAPABILITIES
- 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.
- 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.
- 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.
- 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.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Language: Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
Knowledge & Skills:
- Ability to meet deadlines and work under pressure as part of a team
- Excellent written and analytical skills
- Basic knowledge of logistics operations and humanitarian reform / cluster concept
- Sound knowledge of Microsoft Windows, MS Excel, MS Word, MS PowerPoint and other related software
- Willingness to work in challenging environments / field locations.