UN Jobs – Business Support Assistant (Assets) – World Food Programme

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Job Title: Business Support Assistant (Assets)

Organisation: World Food Programme

Duty Station: Kampala, Uganda

About Organisation:

World Food Programme (WFP) 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. In emergencies, 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 United help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Key Duties and Responsibilities:

Serve as the delegated focal point for the supervision of asset management activities across the UGCO, ensuring full compliance with WFP asset management policies, procedures, and internal controls.
Provide oversight, guidance, and capacity building to Asset Focal Points, including training, mentoring, and monitoring the effective application of asset management practices.
Supervise and monitor all asset management training delivered by designated training focal points to ensure quality, consistency, and policy alignment.
Receive, inspect, label, and record all procured assets both fixed and non‑fixed in GEMS, ensuring timely and accurate registration.
Ensure all assets are recorded in GEMS with correct original values in line with approved Purchase Orders.
Update GEMS promptly to reflect any changes to asset details, including location, custodian, responsible unit, status, and condition, ensuring the database accurately reflects the physical asset base.
Conduct monthly reconciliations of fixed assets and ensure discrepancies are identified and addressed promptly.
Perform quarterly reconciliations of assets against GEMS records, including assets held by or assigned to third parties.
Resolve asset management issues raised by Asset Focal Points and Property Officers (Heads of Area Offices, Field Offices, or Units) in a timely and effective manner.
Report asset losses or damages promptly to the WFP Security Unit for investigation and Asset Management Officer.
Release and implement GEMS work orders related to Property Survey Board (PSB) approved recommendations, including disposals, transfers, loans, and donations, within agreed timelines.
Organize, coordinate, and lead the annual physical asset count, ensuring appropriate authorization, reconciliation, resolution of variances, and timely reporting.
Ensure Asset Focal Points actively participate in annual physical counts under the guidance of the Asset Management Officer.
Assign assets in GEMS to WFP personnel based on approved authorizations and ensure timely recovery of assets upon staff reassignment, separation, or completion of loan periods.
Prepare and process documentation for asset assignments, transfers, and loans between WFP offices, ensuring all required GEMS work orders are created and approved prior to asset release.
Transfers to staff require TEC supervisor approval, while loans and donations must be reviewed by the Asset Management Officer and approved by the CD/DCD.
Undertake additional responsibilities within the Administration Unit as delegated by the Supervisor.