Management Service Assistant

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and building pathways to peace and prosperity. WFP utilizes food assistance to support people recovering from conflict, disasters, and climate change impacts. We are committed to a diverse, skilled, and high-performing workforce operating in an inclusive environment, living our values of Integrity, Collaboration, Commitment, Humanity, and Inclusion.

Job Purpose

The Management Service Assistant will perform a range of administrative tasks to ensure the effective day-to-day delivery of specialized, client-focused services within the Management Services portfolio. This role involves supporting efficient resource management through data collation and basic analysis, processing routine procurement and finance actions, and maintaining accurate physical and digital records. The incumbent will serve as a primary point of contact for internal queries, providing timely responses and contributing to the continuous improvement of services. Additionally, the role supports inter-agency initiatives, fleet management, and ensures compliance with WFP procedures and guidance, contributing to the overall operational efficiency and effectiveness of the office.

Responsibilities

The Management Service Assistant plays a crucial role in supporting the efficient and high-quality delivery of services within the Management Services portfolio. Key responsibilities include performing various tasks to ensure smooth operations, collating data, and preparing basic analyses for resource management reports. The role involves processing routine procurement and finance actions, such as purchase orders and invoice processing, ensuring accurate and timely data recording in corporate systems. Maintaining physical and digital records, particularly for assets, is essential for easy data access. This position serves as the primary point of contact for internal queries related to management services and administration, providing prompt and accurate responses to resolve daily issues. The assistant is expected to contribute to continuous service improvement by suggesting enhancements to procedures and practices, and by utilizing digital tools to optimize working methods and customer service. Additionally, the role supports inter-agency initiatives, liaises with external contractors for service delivery, and manages disposal exercises, including serving as secretary for the Local Property Survey Board. A significant aspect of the role involves fleet management, encompassing asset management, service, maintenance, insurance arrangements, and maintaining accurate vehicle and driver records, with guidance provided for vehicle planning. The assistant also maintains vehicle data in WFP corporate systems and performs other related duties as required, ensuring adherence to guidance from the Regional Bureau and Headquarters.

Work Experience

Requires a minimum of five years of progressive experience in management services or administrative support. Proficiency in Microsoft Office is essential, with SAP system and other corporate software experience being a strong asset. Candidates should possess strong attention to detail, systematic documentation skills, and a professional, client-oriented approach. Experience with international humanitarian organizations, NGOs, or government institutions in a multicultural setting is advantageous.

Skills

Administrative Support, Data Collation and Analysis, Procurement Processing, Financial Processing, Record Management, Client Service, Procedure Improvement, Digital Tool Utilization, Inter-agency Initiative Support, Contractor Liaison, Fleet Management, Asset Management, Report Generation, Team Collaboration, Communication Skills, Problem-Solving, Initiative, Attention to Detail, Organizational Skills, Cross-cultural Communication

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