Admin Officer - Fixed Term
World Food Programme
Total years of experience :14 years, 1 Months
1. Supervise the catering and housekeeping services that are managed by YCI company at WFP Ibb guesthouse to ensure delivery of comfortable and healthy service to GH residents and guests. Fully aware of office software and online platforms such as WINGS system, GEMS system, Fleet Management system, etc.
2. Develop regular reports and checklists for office technicians, helpers, and drivers on these daily duties such as the maintenance of office Generators, Solar systems, Air conditions, and vehicles, to extend the life cycle of those assets to the maximum life cycle.
3. Manage the ongoing civil projects and ensure that the contractor is implementing the layouts and BoQs stipulated in the signed contract including matching the specs and timeframe of project completion.
4. Monitor office assets and ensure its timely managed and updated in GEMS system, supervise the physical inventory of office assets and report to HoFO that the assets are due for disposal.
5. Supply consumable materials such as cleaning materials, stationery items, vehicle spare parts, Gensets, furniture, and home appliances, and ensure there is enough stock for any future needs for Ibb office & GH buildings.
6. Implement WFP directive and guidance for any procurement process to supply any required service or goods through MPO / PR process to enhance applying full transparency and integrity among WFP registered vendors. Providing the required support to the field operation to reach the main goal of the organization.
7. Oversees office facilities and implementing efficient control on the use of office assets and furniture to avoid any further damage that may occur by misuse of such assets.
8. Managing all protocol duties in coordination with CO protocol team and follow-up on critical duties to ensure the smooth facilitation of required services.
9. Assist & verify in ensuring compliance with WFP Financial Regulations and Rules, policies, and procedures. ensure that Invoices are settled on time before exceeding the monthly financial deadlines and ensure it's IPSAS compliance for each month.
10. Contribute to the assessment of budgetary needs for administrative budgets, analyze, evaluate, and control disbursements/receipts, as well as expenditure variances against approved budgets.
11. Analyse and evaluate Unit financial reports for all regular expenses and maintain effective coordination with CO Finance Unit.
12. Ensure that Ibb FO monthly accounts are correct and approved and timely monthly bank reconciliations, including open items, review and clearance of not needed requisitions and PO balances.
1. Developed and maintained relationships with vendors and suppliers, negotiating favorable contracts and pricing, resulting in a 25% reduction in procurement costs while maintaining high-quality products and services.
2. Implemented a real-time GPS tracking system, improving route planning and dispatching efficiency by 30%, resulting in an increase in on-time deliveries and customer satisfaction.
3. Oversaw a team of 60 drivers, providing training and performance evaluations to ensure compliance with safety regulations and organization policies, resulting in a 30% decrease in accidents and violations. Act in charge for recruitment and appointments of new staff who are hire under fleet section.
4. Managed a fleet of 65 vehicles, ensuring optimal efficiency by developing and implementing comprehensive maintenance schedules and monitoring fuel consumption, resulting in a 20% reduction in overall operating costs.
5. Prepare and submit the fleet comprehensive reports on a regular basis for all outputs that were achieved on a regular basis such as fuel consumption report, stock of vehicles spare parts, maintenance of vehicle reports, settlement of Invoices that related to fleet section including rental of vehicle and maintenance of vehicle.
6. Supervise and monitor office mechanics for in-house maintenance to WFP vehicles “Armoured & Light vehicles” on a daily basis to ensure that all vehicles are well maintained and in very good condition.
7. Prepare Scope of Work as well as invitation for tender for all tenders related to Fleet section such as renting of Armoured vehicles, and maintenance of vehicles with sole Agent of Toyota in Yemen.
8. Improved and developed the capacity building of WFP drivers by implementing the needed training such as defensive driving training, trauma bag training, Safe Driving Training, etc.
9. Provide regular support to the fleet team in sub-offices such as but not limited to, rental of vehicles, maintenance and spare parts services, etc to ensure that all requests received from sub-offices under fleet area are addressed promptly and in a timely manner.
1. Obtain a monthly report on the fuel use of the generator and cars and share it with the administrative office on schedule. Establish a proper checklist for regular maintenance of office vehicles and generators to maintain them in very good condition.
2. Assist with the implementation of processes and procedures to improve and strengthen internal controls to be in line with WFP rules and regulations.
3. Ensured that all Office assets were maintained and in good condition by appropriately updating all assets in the GEMS system.
4. Collaborate with the Procurement unit to establish agreements / LTAs for the provision and delivery of items/equipment required on a regular basis for office renovation, such as cleaning supplies, plumber tools, electrical items, water provider service, furniture, Generator spare parts, and so on.
5. Coordinate office workshops and events that are requested by country office management and ensure that all required service is available in place after coordinating with involved parties such as the security Unit, Finance Unit, and other parties.
6. Coordinate with concerned units such as Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodations are managed in line with the organizational policies and standards as well as to match the criteria of selection WFP premises.
7. Identify and manage risks factors and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision-making in risk-based in the functional area of work and issues are raised to concern staff for their further investigation.
8. Supervising the everyday activities of office assistants, gardeners, etc.
Finance Tasks and Activities:
❖ Record and process payments: document and record each payment transaction
immediately upon release of cash from the safe. Use the payment request all the time with
the prior Approval from Head of Amran S.O.
❖ Petty cash custodian for all S.O daily expenses, prepared the monthly expenses reports
with all original invoices and submit it on time to finance unit in Sana’a C.O to ensure the
availability of petty cash in office.
Admin Tasks and Activities:
❖ Purchase and deliver all premises / office equipment’s such as cleaning items, electrical parts, etc
on regular basis, to ensure that office is well maintained.
❖ Prepare and establish Office procurement plan for all expected requirements for maintenance /
renovation of office premises for whole year.
❖ Coordinate with Procurement unit to establish an agreements / LTAs for purchased and deliver the
items / equipment’s that are used on regular basis for maintenance of premises such as cleaning
items, stationery, plumber tools, electrical items, water provider service, etc
❖ Manage vehicle movements including refueling: plan vehicle movement for the whole day,
following up with Office driver is change the Oil, Filters, Brakes on time and Make sure that most
priority is the Safety of Staff Member.
❖ Manage and monitoring Office Generator and make sure that Amran Site maintenance is change
Oil, Filters, etc on time, also make sure that Generator is working with limit hours per day.
❖ Monitoring Amran Technician for Diesel consumption and maintenance of office generator and
prepare monthly report for Office fuel consumption.
❖ Monitoring Office Helpers / Gardner’s and Guards on daily basis.
Human Resource Tasks and Activities:
❖ prepare the monthly attendance record for Amran Staff and keep Staff updated for all
Annual Leave, Sick Leave Balances.
❖ Brief Amran Staff for Kind of Leaves Policy and Stander as well as their entitlements and
benefits.
❖ Provide HR unit any missing documents that are not available at Amran Staff Files.
1. Monitoring office vehicles and making sure to do the regular maintenance and check-ups in the authorized workshop to ensure office vehicles are well maintained and in very good worthy condition.
2. Oversee all finance duties including the expenses of suppliers and ensure timely closure of financial accounts before the deadline, matching IPSAS compliance and ensuring tracking of office expenses on a regular basis and charging each service/good under related budget.
3. Purchased and delivered the required tools and accessories for UNHCR vehicles to ensure each vehicle matches to MOSS compliance standards in a timely manner.
4. Arrange and coordinate the travel arrangements of Inter/ local staff during their mission / R&R including, but not limited to, preparing and submitting PT8, preparing the Mission request form, ticket reservation, transportation from/to the Airport, and submitting the local security clearance for each trip.
5. Collaborate with CO Admin to draft and review the Memorandum of Understanding “MoU” between UNHCR and other UN agencies who share the compound in Haradh for all expenses and share the Invoices on a quarterly basis for replenishment of expenses.
6. Supply office equipment such as furniture, electrical parts, plumbing materials, Gensets, vehicle spare parts, cleaning materials, and stationeries and ensure the availability of enough stock at office stores.
7. Estimate the monthly budget for office daily expenses to ensure that office activities move smoothly without any delays, maintaining financial records is always saved for easy reference.
8. Established Key Performance Indicators for the unit team and ensured proper implementation of each KPIs within their contract duration.
Management Business Administartion
Bachelor Degree at Public Administartion