Assistant.e Aux Services de Gestion (ms Assistant) Kankan

Organizational Context

This position is based in the Kankan Field Office (FO) in Guinea, reporting to the Head of the Field Office. The incumbent is responsible for implementing a range of operational support processes covering administration, finance, human resources, and asset management (GEMS). The role requires interpreting standard WFP guidelines and formulating operational recommendations for staff, contributing to the efficiency and transparency of the Kankan Field Office operations.

Job Purpose

The Assistant.e aux Services de Gestion (MS Assistant) will support the efficient daily delivery of specialized services, focusing on client satisfaction and value for money within the management services portfolio. This role serves as the focal point for Finance, Human Resources, and Asset Management (GEMS) activities. Key responsibilities include performing administrative tasks, processing routine actions related to procurement, finance, and HR, and managing physical and digital records. The Assistant will also act as the primary contact for internal queries, provide support for inter-agency initiatives, monitor expenditures, and manage office assets. This position is crucial for ensuring smooth operational support and contributing to the continuous improvement of services provided to WFP staff in Kankan.

Responsibilities

The Assistant, Management Services role is crucial for supporting the daily operations of a field office, specifically in Kankan, Guinea. This position is responsible for implementing operational support processes across administration, finance, human resources, and asset management (GEMS). The role involves interpreting WFP directives and providing operational recommendations to staff, thereby enhancing the efficiency and transparency of the field office. Key responsibilities include performing routine tasks in procurement, finance (invoice verification, petty cash management, budget tracking), and human resources (leave management, onboarding support). The assistant will also manage physical and digital records, act as a primary contact for internal queries, and contribute to process improvements. They will utilize digital tools to enhance work practices, provide administrative support for inter-agency initiatives, and liaise with third-party contractors. Furthermore, the role requires monitoring and analyzing monthly expenditures, processing vendor payments, verifying data from systems like WINGS, and managing office assets through the GEMS system. Emergency preparedness and response tasks are also part of the duties, all under the guidance of the supervisor. This position requires strong administrative and reporting skills, knowledge of internal controls and risk management, resource management, and specialized administrative knowledge within WFP's framework.

Work Experience

The role requires at least 5 years of experience in a similar position or in Service Management and administrative support, with progressive responsibilities. Experience in collecting and monitoring financial data for projects and programs, assessing financial health, and reporting results to senior management is needed. Demonstrated understanding of UN agency or NGO management service regulations, policies, procedures, processes, standards, and systems is essential. Experience in data collection and preparing basic analyses for management services portfolios (e.g., asset, facility, fleet, travel management) and supporting staff with guidance is also required. Experience working with teams across different functional areas is beneficial.

Skills

Financial Management, Human Resources Support, Asset Management, Data Analysis, Administrative Support, Reporting, Budget Monitoring, Procurement Processes, Inter-agency Coordination, Emergency Preparedness, Digital Tools Proficiency, Confidentiality, Integrity

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