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Job Title: Business Support Assistant- G4 (FMS-Fleet Management System)
Section/Unit: Admin
Grade Level: SC/L4
Duty Station: Khartoum
Duration: One Year
Closing Date: 19 Feb 2018


 
 

Job Title:

Issuing & Closing Dates

Issuing Date: 06/02/2018

Closing Date: 19/02/2018

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.
 
WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. Present in nearly 80 countries, the organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas.

ORGANIZATIONAL CONTEXT

WFP’s greatest strength is its 14,000 dedicated people working tirelessly around the world to reduce hunger, often under difficult conditions where security threats and risks to personal safety are considerable. The global context in which WFP operates is rapidly changing which means the need for effective people management is becoming more important than ever before. In this context, WFP launched its People Strategy in November 2014. It articulates key strategic focus to build an engaged workforce, with the right skills, in the right roles enabling WFP to continue fulfilling its humanitarian response role while simultaneously building its capabilities to address the long-term goals of Zero Hunger.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of the Admin Officer, the incumbent will perform the following duties:

  1. Perform and assist in any administrative tasks related to Fuel management, vehicle spare parts stock management and Workshop activities.
  2. Thoroughly check the information registered onto the documents for clarity and correctness in accordance to established procedures, before data entry is performed.
  3.  Enter data into FMS (Fleet Wave) or any other software package established.
  4.  Will perform daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data are maintained.
  5. Required to organize systematic reconciliation of records to compare theoretical figures against actual physical records on a weekly, monthly, quarterly and annual basis.
  6. Preparation and checking of reports and ensure that reports are produced on a timely basis.
  7. Maintain proper filing systems and archiving of documents so that they may be retrieved promptly and efficiently when required.
  8. Perform basic administrative functions on FMS such as regular re-indexing and take screen shots of errors that occur in the database and send these to Head Quarter FMS section for assistance.
  9. Analyze data that is produced from the systems and to report any discrepancies or irregularities to immediate supervisor.
  10. Maintain files for each vehicle that will contain the vehicle’s history such as: procurement documentation, registration, insurance, assignment, location, mileage, fuel and inspection reports, accident reports and maintenance record.
  11. To ensure that the vehicle files, are kept up to date and all documentation properly maintained.
  12. To ensure that a general service is regularly carried out for each vehicle. Records and schedules of general service shall be prepared in advance and properly kept.
  1. Reconcile the monthly fuel consumption for Vehicle & Generators and manage FleetWave Database for all Sudan.
  2. Share experience gained with other staff members and strives towards creating good team building and harmonious atmosphere.
  3.  Will perform the duties of all subordinate staff or one level/grade up, in the event of any other staff being absent from his or her duty.
  4. Perform any other duties as requested by immediate Supervisor.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • 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.

People

  • 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.

Performance

  • 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.

Partnership

  • 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.
     

FUNCTIONAL CAPABILITIES

Functional skill, competencies & Behavioural capabilities expected :
Leading edge knowledge and skills in advising on risks arising from grievances and disputes and the resolution thereof;
Ability to balance strategic thinking and flawless execution across a complex global organization;
Demonstrated ability to consult, influence, and partner with key stakeholders in developing and executing people strategies to drive business performance;
A successful track record of negotiating complex situations, with competing interests and multiple stakeholders;
Strong people management skills; ability to work with ambiguity, solution-focused and to build consensus across diverse and global teams.

Qualifications & Experience Required

Education:

  • Completed secondary education and training in IT or database management;
  • College certificate or Degree in IT, business administration or similar field is desirable

Experience:

  • At least three years of working experience in a company/NGO/UN as Data entry and analysis clerk or similar job in the relevant field.
  • IT training and working experience on managing vehicle fleet.
  • Working experience on writing the analytical reports and presenting the facts with good command of the English Language

Competencies:

  • Excellent English written and verbal communication skills;
  • Effective action management to plan, coordinate and prioritize multiple tasks;
  • Excellent cognitive capacity and problem solving skills;
  • Outstanding teamwork, leadership and interpersonal skills with ability to work patiently and tactfully with people of different national and cultural backgrounds;
  • Ability to work accurately at speed and to remain calm under pressure, using time effectively and efficiently.

TERMS AND CONDITIONS

This vacancy is open to qualified Sudanese Nationals Only.
WFP is the United Nations frontline agency in the fight against global hunger. In the pursuit of WFP’s mission to feed the hungry poor, WFP employees must uphold the highest standards of ethical and professional conduct at all times. WFP has zero tolerance for fruad & corruption, sexual exploitation and discrimination.

DEADLINE FOR APPLICATIONS

Applicants are required to create their personal account and fill in the profile form with his/her personal details in WFP Career Web-Site through the links provided below.
Applicants must ensure filling the mandatory sections, attaching the CV, answer the pre-screening questions and  agree on legal statement prior to submitting the application.

External applicants - Interested external applicants can apply on WFP Career Site: http://www1.wfp.org/careers/job-openings

Internal Applicants - Intereseted internal applicants can apply through the E-Recruitment tool: Learning Management System: www.newgo.wfp.org

Applicants may apply using LinkedIn profile (if available).

WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job. Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills.

The United Nations' greatest asset is the quality of its staff. To ensure that the very best people join the UN team we use a competency based interview process.
https://careers.un.org/lbw/home.aspx?viewtype=AYI

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.  

Female applicants are strongly encouraged to apply.

 




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