Security Assistant Admin and Procurement
UN WFP
Total years of experience :14 years, 8 Months
Procurement:
Prepare Annual Procurement Plan of Security Unit.
Responsible for procurement of security related equipment and services as per MOSS and MORSS.
Finalize specifications and pricing for all security related equipment and materials in conjunction with the Chief Security officer (CSO), and engineering services where applicable. Update the Operations Officer and CSO on progress/delays/issues for resolution.
Raise all Purchase requisitions (PR) in Wings (SAP). Maintain a tracking sheet with in the unit for quick follow up on Purchase orders and Payments. Respond to procurement staff queries regarding specialized requests.
Float Request for Quotation (RFQ), Update and track processing of procurement related actions..
Procure and examine samples of equipment for evaluation.
Ensure, through active follow up methodologies, timely delivery of equipment and services.
Liaise with Finance and Procurement for clearance and closure of purchase orders prior to budget closure at year end.
Prepare Note for records (NFR) and waivers as per procurement requirements.
Prepare and submit procurement plan to procurement Officer.
Inform procurement unit about the expiry of the contracts and submit approved addenda for extension of contracts.
Complete supplier evaluation forms and ensure its submission to procurement.
Prepare the specifications/ Scope of works for Country specific LTA for security unit.
Prepare and submit all supporting documents (Scope of work, BOQs, Terms of reference, Note for records) for procurement to initiate RFPs and ITBs.
Respond to HQ queries about purchase of assets and their utilization.
Maintain a filing system for specifications of security related purchases.
Maintain a list of supplier profiles that provide security specific services.
Finance:
Prepare Annual Budget of Security Unit with Implementation plan and cost breakup.
Clear invoices relating to Guard Services, ensuring consistency and accuracy by reconciliation of service provider information with Local Security Assistant (LSA) verification.
Process payments to the vendors.
Control GRN and SES postings in SAP. Dispatch the equipment to the field offices.
Maintain a tracking database for equipment purchased under the procurement plan and exemption cases.
Liaise with finance and procurement for clearance and closing of outstanding Purchase requisitions (PRs) at budget closure.
Coordinate with vendors and LSA to ensure that the work has been completed to WFP standard.
Maintain all unit files - soft and hard copies
Prepare budgets, manage funds and prepare monthly consumption/variant reports for management.
Travel:
Security Staff Travel arrangement.
Admin and Security:
Work as backup LSA in absence of LSA.
Issue new building Access cards to new Joiners. Extend building Access cards of staff on renewal of contract.
Process Diplomatic Enclave Access of WFP Staff.
Prepare clearance letter for all visitors to diplomatic enclave. Clearance of Red Zone and 15 days DE entry passes for Vehicles and staff and vendors respectively.
Monitor Access control and CCTV system in absence of LSA.
Respond to personnel and telephone enquiries and provide appropriate information or suggest alternative sources of information
Assist Staff in trip clearance.
Conduct daily headcounts of all staff, that are collected from all WFP operating areas and are compiled in excel sheet.
Organize training for LSA/NSO quarterly. Identify training needs and ensure that all security staff have complete and updated knowledge of security procedures and instructions.
Implement GIS mapping for the security incident maps used for security presentation.
Supervise the distribution of visitor passes and issue building access passes; Prepare for the arrival of groups and special guests to WFP.
Maintain missions and leave records of staff in staff planner.
Organizing security briefings for new staff.
Assist supervisor in monitoring the contractual status of all staff on various appointments
• Assist Supervisor in recruitment process, screening applicants, conducting interviews, setting up interview panels, checking references & ensuring new employee’s paper work is processing accurately.
• Assist in the entire process of Hiring, Probation & Annual Evaluation, and Promotion & Termination of Staff.
• Act as central Focal point for the New Hire & Provide updated Orientation package & arrange presentation to all new staff.
• Update and Maintain the Leaves Database on monthly basis.
• Handling of Staff Medical and Insurance Claims of National Staff.
• Act as Liaison with Internal departments in regards to General requests and follow-ups to Maintain & Resolve potential personnel problems & achievements.
• Review Supporting documentation for Office Files, Salary. Terms of References and other related enquiries and information
• Ensure and maintain attendance registers, leave reports, DSA forms and other reports and forms.
• Check and maintain all Personnel Files of staff.
• Develop & maintain accurate Staff Database.
• Collect and maintain information on commercial, private and inter agency training schedules
• Draft routine correspondence and initiate process for the preparation of all staff support documentation (bank accounts, Identification cards).
• Update all Organizational reference sheets on monthly basis (PACE, UN ID Cards, Training Record, Attendances, Addition & Deletion of Staff, Contact Information.)
Recruitment(Short listing after reviewing C.Vs received. Conduct tests / Interview and Issuance of contracts)
Pay role(Payroll of staff in M.S Excel. Maintain payment record for casual labor)
Business Record maintenance (Record of business to business contracts, records of payable and receivable payments, Monthly Tax returns and other legal documents)
All responsibilities of Office / Business in absence of Owner, (Business meetings with customers, Purchase raw material if needed urgent basis, make sure that order we already have will complete on time conform in time availability of outsource parts)
MS Management