01 Assistant(e) Aux Services de Gestion SC5 - Abidjan

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 through food assistance. WFP operates globally, assisting people recovering from conflict, disasters, and climate change impacts. The organization values diversity, inclusion, and a skilled workforce committed to its mission.

Job Purpose

The Assistant, Management Services (SC5) in Abidjan will support the efficiency of daily specialized services within the management services portfolio, focusing on client satisfaction and value for money. This role is crucial for ensuring the effective administrative and operational management of assets, office supplies, official travel, and protocol activities. The incumbent will be responsible for collecting, consolidating, and analyzing data to support decision-making, processing routine operations related to procurement, asset management, and travel arrangements, and maintaining accurate physical and electronic records. This position serves as a primary point of contact for internal requests, contributing to the continuous improvement of management procedures and ensuring compliance with organizational standards and procedures.

Responsibilities

The primary responsibilities involve the comprehensive administrative and operational management of organizational assets, office supplies, official travel, and protocol activities. This includes ensuring efficient and high-quality service delivery through meticulous data collection, consolidation, and analysis related to assets, supplies, travel, and associated expenses, which supports informed decision-making. The role requires processing routine operations such as procurement of supplies, asset management, travel arrangements, expense reimbursements, and other administrative services in strict adherence to established procedures. Maintaining accurate physical and electronic records for assets, inventory, travel, visas, and residency permits is crucial for accessibility and compliance. Serving as the initial point of contact for internal queries regarding these areas, the position demands prompt and appropriate responses. Continuous improvement of management procedures for assets, supplies, travel, and protocol services is also a key function, aiming to enhance service efficiency and quality. The role necessitates the utilization of digital tools and management systems for tracking inventories, purchases, travel, and administrative files. Furthermore, it involves providing logistical and administrative support for official missions, delegation visits, and inter-agency initiatives, coordinating effectively with internal departments, external suppliers, travel agencies, and administrative authorities. Providing guidance and technical support on relevant procedures to staff is essential, alongside participating in emergency preparedness by ensuring material resources, logistical support, and travel arrangements are in place.

Work Experience

A minimum of 5 years of relevant experience is required in service administration/management (assets, travel, and/or protocol) within a comparable organization. Experience with UN processes, travel, protocol, and liaising with authorities (visas, residency permits, verbal notes) is essential. The role also requires experience supporting staff with guidance and advice, working with cross-functional teams, and understanding relevant regulations and systems, or demonstrating a strong learning capacity.

Skills

Administrative Support, Asset Management, Office Supplies Management, Travel Arrangements, Protocol Activities, Data Collection and Analysis, Reporting, Record Keeping, Digital Tools and Systems, Logistical Support, Emergency Preparedness, Risk Management, Resource Management, Inter-agency Coordination, Visa and Residence Permit Processing, Liaison with Authorities, Onboarding Support, Continuous Improvement

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