Management Services Assistant

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace and prosperity. WFP operates in diverse and challenging environments, providing food assistance to people affected by conflict, disasters, and climate change. The organization values diversity, inclusion, and the professional development of its staff.

Job Purpose

The Management Services Assistant will support the efficient delivery of specialized management services, focusing on client satisfaction and value for money. This role involves performing various tasks within the management services portfolio, including data gathering and basic analysis to aid in resource management reporting. The assistant will process routine procurement, finance, and human resources actions, ensuring timely data entry into organizational systems. They will manage and maintain physical and digital records, serve as a primary contact for internal queries, and suggest improvements to procedures and practices. Additionally, the role requires utilizing digital tools to enhance work practices and support other functions and third-party contractors for effective service delivery, ensuring compliance with organizational policies and contributing to operational risk reduction.

Responsibilities

The World Food Programme (WFP) is the largest humanitarian organization globally, dedicated to saving lives in emergencies and fostering peace, stability, and prosperity through food assistance. WFP is committed to diversity and equal employment opportunities, encouraging applications from all qualified individuals. The organization values integrity, collaboration, commitment, humanity, and inclusion. Joining WFP offers a chance to work in a diverse, multicultural environment with opportunities for personal and professional development, including training, coaching, and mentorship. Career paths within WFP are dynamic, allowing work across various global offices with passionate colleagues. The role involves supporting the efficient delivery of specialized management services. Key responsibilities include executing tasks within the management services portfolio, gathering data for analysis and reporting, processing routine procurement, finance, and HR actions, and maintaining records. The position also serves as a primary contact for internal queries, suggesting procedural improvements, utilizing digital tools, liaising with third parties, ensuring policy compliance, and supporting performance monitoring of administrative services. Candidates should demonstrate an understanding of WFP's management regulations and policies, experience in data collection and analysis, and the ability to support staff and work collaboratively across functional areas.

Work Experience

The role requires demonstrated understanding of WFP management services regulations, policies, procedures, processes, standards, and systems. Experience in data collection and basic analysis for management services portfolios (e.g., asset, facility, fleet, travel management) is necessary. The candidate should have experience supporting staff with guidance and advice, and working collaboratively with cross-functional teams.

Skills

Data Collection, Basic Analysis, Report Preparation, Purchasing Procedures, Financial Procedures, Human Resources Procedures, Record Keeping, Internal Inquiries, Process Improvement, Digital Tools Utilization, Liaison with Functions and Third Parties, Policy Compliance, Risk Reduction, Performance Monitoring, Corrective Action Implementation

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