Business Support Assistant (assets)sc4,kampala

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and building pathways to peace and prosperity. WFP utilizes food assistance to support people recovering from conflict, disasters, and climate change impacts. We are committed to diversity, inclusion, and investing in our employees' personal and professional development.

Job Purpose

The Business Support Assistant (Assets) will serve as the delegated focal point for supervising asset management activities within the Uganda Country Office (UGCO). This role ensures full compliance with WFP asset management policies and procedures, providing oversight, guidance, and capacity building to Asset Focal Points. Key responsibilities include accurate registration and recording of procured assets in GEMS, conducting regular reconciliations, resolving asset management issues, and managing asset disposals and transfers. The Assistant will also lead and coordinate the annual physical asset count, ensuring all assets are properly assigned, tracked, and recovered. This position is crucial for maintaining the integrity and accuracy of WFP's asset inventory, supporting efficient operations and accountability.

Responsibilities

The role involves supervising asset management activities within the UGCO, ensuring strict adherence to WFP policies and internal controls. This includes providing guidance and training to Asset Focal Points, monitoring asset management practices, and overseeing all asset management training. Key responsibilities include receiving, inspecting, labeling, and accurately registering all procured assets in the GEMS system, ensuring correct original values are recorded. The position requires prompt updates to GEMS for any asset detail changes, such as location, custodian, or status. Monthly reconciliations of fixed assets and quarterly reconciliations against GEMS records, including third-party held assets, are essential. The role also entails resolving asset management issues, promptly reporting losses or damages, and implementing GEMS work orders for disposals, transfers, loans, and donations. Furthermore, the incumbent will organize and lead the annual physical asset count, assign assets in GEMS to personnel, and manage the recovery of assets upon staff changes. Preparing documentation for asset assignments, transfers, and loans, and undertaking additional delegated administrative responsibilities are also part of the role.

Work Experience

Requires at least three years of experience in administrative functions within a sizable organization, with a preference for fleet-related experience. Essential skills include initiative, technical proficiency, knowledge of procedures, teamwork, communication, partnering, networking, and strong organizational skills with attention to detail.

Skills

Asset Management, Supervision, Capacity Building, Training, Record Keeping, Reconciliation, Disposal Management, Physical Asset Counts, GEMS Database Management, Compliance, Organizational Skills, Attention to Detail, Communication Skills, Teamwork, Initiative

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