Management Services Officer (Asset Management)

The Management Services Officer (Asset Management) will lead asset management, contract management, Business Operations Strategy implementation, and reporting functions in WFP South Sudan. The role involves oversight of a large asset portfolio, outsourced personnel contracts, and contributing to cost savings and operational efficiency in a complex humanitarian environment.

Responsibilities

• Lead fixed asset monthly reconciliations, annual physical asset counts, and resolution of discrepancies in line with WFP corporate standards and IPSAS requirements.
• Oversee the full asset lifecycle, including planning, acquisition, receipt, recording, utilization, custodianship, fuel tracking, disposal, write-offs, counting, and reporting.
• Manage Country Office asset disposals in liaison with headquarters including auctioneer engagement, post-auction reconciliation, system actions, and Property Survey Board submissions.
• Maintain asset data quality and system integrity in collaboration with HQ Asset Support, the Regional Bureau, HQ, technical units, and field locations.
• Strengthen asset governance through Standard operating procedure (SOP) updates, internal controls, loss reporting, third-party asset monitoring, decentralization oversight, and capacity building of Asset Focal Points.
• Lead end-to-end management of outsourced personnel contracts, ensuring compliance with agreement provisions and WFP procurement, financial, and administrative policies.
• Review staffing needs, plan and budget positions, create and manage Purchase Orders, and advise units on appropriate procurement actions.
• Coordinate recruitment, onboarding, deployment, extensions, renewals, separations, and service provider engagement across the contract lifecycle.
• Maintain centralized tracking, documentation, audit trails, contract timelines, expiry monitoring, and communication with requesting units.
• Strengthen controls through compliance checks, dual approvals, exception handling, timekeeping, performance records, payment validation, SOP updates, risk reviews, and corrective actions.
• Lead and coordinate BOS implementation at Country Office level, ensuring alignment with UN Reform and the “Working as One UN” approach.
• Serve as a key focal point in the Operations Management Team and Working Groups, supporting planning, coordination, stakeholder engagement, and change management.
• Lead annual BOS reviews, data collection, validation, reporting, and Cost-Benefit Analysis for common services and shared initiatives.
• Monitor, document, and report BOS initiatives, efficiency gains, cost savings, quality improvements, and opportunities for further optimization.
• Lead timely, accurate, and actionable reporting across asset management, outsourced contract management, BOS, and Management Services functions.
• Prepare monthly, quarterly, annual, reports for senior management, the Country Director, Regional Bureau, Headquarters, UNCT (UN Country Team), and other stakeholders.
• Provide analysis of performance, KPIs, risks, operational challenges, mitigation actions, efficiency, cost savings, compliance, and service delivery.
• Ensure data accuracy and consistency through validation, reconciliation, and coordination with relevant units, systems, and reporting platforms.
• Any other duties may be assigned.

Requirements

• Advanced University degree in Business/Public Administration, Engineering, Social Sciences, Finance, Accounting or other relevant field relating to office management and administration, or First University degree with additional years of related work experience.
• For master’s degree holder, a minimum of at least 3 years of professional experience or for bachelor’s degree holder, at least 5 years of professional experience in the area of Administration and Assets or facilities Management and inventory control including: Managing large and diverse asset portfolios across multiple locations.
• Lead in asset tracking, registration, reconciliation, disposals, transfers and reporting.
• Proficiency in using corporate information systems to support asset management, inventory control, and reporting.
• Experience in working with data-related concepts and tools and leveraging data-driven insights for improved decision-making and business outcomes is essential.
• Experience working in emergency operations and/or complex humanitarian environments is highly desirable.
• Strong asset management, contract management, compliance, analytical, reporting, stakeholder coordination.
• Good knowledge of asset recording, tracking, and management system, data analysis using Excel, and other MS Office Applications.
• Experience preparing dashboards, management reports, and trend analysis.
• Fluency in English Language

Skills

• Asset Management
• Facilities Management
• Inventory Management
• Asset Tracking
• Asset registration
• Asset Reconciliation
• Asset Disposal
• Asset Transfers
• Contract Management
• Compliance Management
• Data Analysis
• Excel
• Microsoft Office applications
• Dashboard Preparation
• Management Reporting
• Trend Identification
• Corporate information systems
• Data Driven Decision Making
• Business Operations
• Emergency Operations

Languages

English