Administrative & Fuel Assistant
United Nations African Union Mission in Darfur
Total years of experience :15 years, 9 months
I am carry out effective recording, control and management of office resources and office’s operational activities in keeping with the work policies and guidelines.
1. Budget preparation and implementation:
Participate in drawing up the administrative budget of the office or section’s following the schedule set by the Budget Department
Process for payment and maintain individual staff mission expenditure; advances and balances.
Keep and maintain daily updates of all the required Country Office books of accounts, records, inventory and files in order, and all financial transactions captured and entered in SAP.
Produce for review and final approval of the Resident Representative, all the Office monthly financial and budget execution reports.
Undertake timely preparation and verification of reports, statements and schedules for auditing .
3. Human Resources Management
Keep all staff records/files up-dated.
Up-date and submit monthly reports on personnel management.
Manage office staff benefits in accordance with the Human Resources policy and instructions in force.
4. General Administration: institutional procurement of goods and services and
Management of property and equipment
Undertake procurement of goods and services in keeping with the rules and procedures.
Manage the preparation and monitoring of service providers’ contracts.
Keep stock of office supplies and inventory of office property and equipment.
Management of office vehicles in accordance with the office transport policy and instructions in force.
Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services.
Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities.
Proper management and control of office stores and petty cash.
Ensure administrative support to all the Office staff and visiting mission as required.
Ensure that proper filing is undertaken in the Office.
Maintain Daily, Weekly, Monthly Stock report of Fuel, Jet A1 & Lubricant - for all team
Sites of Sector South. The Stock report will consist actual holding and expenditure on
Nyala hub and Sector South team sites.
Key related action: Extract and retain the data from PATRONAS and team Sites stake
be in orderly fashion and can be traceable for Audit and Accountability B- Bulk Fuel demand and Co ordination
Retain bulk fuel demand from Military police I Section for scrutiny and filing.
Restore filling Hard copy soft copy in orderly filling method.
All Bulk issue approved copy to be restored in orderly method.
Easy traceability of previous accountable document.
Distribution and receipt control.
Keep updated record of data for Lubricant.
Provide weekly, monthly report and return.
Receive and inspect lubricant as deliver by Vendor.
Report anomalies if exits.
Inspect periodically Lubrication status, monitor consumption and report deviation
Foresight demand for upcoming consumption.
Receive Lubricant from Vendor and process necessary R&I.
Issue lub in accordance with the approval of Ole.
Stock control and maintenance.
Maintained sufficient stocked of Lubricant
Sustained daily operation Maintain readiness of UN equipment and Non UN
Record is traceable for Audit and verification.
Accurate monitoring and control for Lubricant.
Maintenance of stock held on ground and make
Reporting on environmental issue.
Coordinate between all Fuel related actions by Fuel Section local staffs- Sector South.
Act as co-coordinator on staff job on fuel in Sector South.
Accumulate report of all fuel staff - Bulk issue, Jet A1 Issue, Lubricant Issue
Administrative coordination between local staff on events related fuel operation - "¬Sector south.
Updated in regards to events.
All Fuel functions are coordinately operated
Customer Oriented and Client service
Consolidate monthly requests for office supplies for the section.
Established and maintain a proper filing system.
Prepare and monitor the office personnel leave plans and attendance to insure continuous smooth work flow while other staff members are on leave, especially during holiday’s periods.
Following Fuel Payment as used and prepare report (weekly and monthly)
Spare Part warehouse for all the equipment (Trucks- Toyota Land cruiser - Motorbike) how to receive it from vender and how to issue it to the workshop, control all the office vehicles.
Following fuel usage according to the kilo meters.
All the drivers their entitlement from over time up to their annual leave and making
Plan for replacement.
Responsible for checking all payment procedure and ensuring that they meet all requirements before processing any payment.
Must ensure all staff advances liquidated before issuing second advance.
Ensure that project has sufficient petty cash for day to day expenditure.
Ensure that all project cash disbursement are adequately documented.
Travel to field offices and make payments for staff and contractor in different locations
Ensure all payment procedures are correctly followed and would pass an external and internal audit.
Responsible for tracking and reviewing the project staff pay roll
Receive and screen all correspondence and other document addressed to the Section Chief
Draft/ respond to correspondence and e-mails: Review / Edit outgoing correspondence to insure accuracy and completeness of information and institute follow up action. Make photocopies as necessary.
Act as back up monitor and maintain attendance records for the office to this end, monitor movement of the sections personnel in and outside the mission area by insuring that Movement of personnel forms (MOPS) are completed and signed prior to departure.
Established and maintain a proper filing system.
Ensure that project has sufficient petty cash for day to day expenditure.
Ensure the effective coordination of logistics operations, including deliveries from supplying points (Ports and suppliers’ warehouses) and deliveries to the final distributions points (FDPs).
Ensure effective commodity management and quality control; specifically carry-out physical counts/inventory by SI number monthly for all warehouses. Ensure that a proper warehouse/stock records are keep provide guidance and training to partners; ensure that partners maintain warehouse cleanliness, initiative action to mitigate losses;
Ensure warehouse management, procedure, receipt, stacking and recording are performed to the company and LESS requirements. Cargo is to be stored safely, with minimal losses. All losses to be documented and recorded by SI number. All tallying and release notes to be filed by SI Number and cross referenced to the vessel file. Annual losses report to be compiled and submitted.
Ensure monthly physical inventories are entered in LESS for all active warehouses prior to the 5th of the following month;
Ensure a proper measurement of the performance of logistics service providers using company designed evaluation tools.
Ensure that local markets/retailers in Cash Based Transfers locations are adequately supplied to meet the additional demand from the beneficiaries of company cash-based assistance; Ensure that retailers’ shop and warehouses are clean and allow for a proper storage of items as per norms and regulations;
Ensure the compilation of statistics related to supply chain activities, including retailers’ stock report, payments to the wholesalers or to the financial institutions’ commission, etc.;
Ensure the lists of retailers .
Ensure timely invoicing, through LESS of logistics transport operations in Regions.
Ensure through regular quality checks that accurate and complete data is well captured into LESS and standard reports are generated as required. Analyse all the data that is produced from the system and identify any means of improving the overall efficiency to produce data or automate any processes required to achieve this;
Provide inputs to the quarterly bulletin on Logistics and supply chain activities;
Establish and ensure high standard of logistics reporting on all logistics movements of items commodities and accurate and timely distribution of such information to all relevant individuals as per requirements;
Provide technical support to logistics staff of the sub-office.
Receive, record, and verify Cash Based Transfer invoices and ensure timely transmission to the Logistics officer for reconciliation purpose.
Support oversight for commodity accounting data quality and integrity;
Maintain the vendor validity record of all LESS users.
Manage logistics vendors’ contracting activities including performance monitoring and measurement.
Support gathering market intelligence, vendor assessments (e.g. transporters, retailers) to support vendor selection process.
Identify, resolve and/or provide recommendations on specialised queries/requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of enquiries with excellent client service mind-set.
Prepare,
Monitor inventory management processes to track trends and account for the inventory status from source to beneficiar