Management Services Assistant SC5
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 recovering from conflict, disasters, and extreme weather shocks. The organization values diversity, inclusion, and the personal and professional development of its employees.
Job Purpose
The Management Services Assistant will provide essential support to the Moussoro field office, ensuring the efficient and high-quality delivery of management services. This role is crucial for the smooth operation of daily activities, focusing on client satisfaction and value for money. The incumbent will be responsible for executing various administrative tasks across procurement, finance, and human resources, ensuring accurate and timely data recording. They will also manage and maintain records, serve as a primary point of contact for internal queries, and contribute to process improvements. Furthermore, the assistant will utilize digital tools to enhance work practices, support inter-agency initiatives, and provide guidance to junior staff, ultimately contributing to WFP's mission of saving lives and changing them for the better.
Responsibilities
The primary responsibilities involve supporting the effective and high-quality delivery of management services. This includes performing various tasks and activities within the management services portfolio, gathering data, and preparing basic analyses for resource management reports. The role requires processing routine actions related to procurement, finance, and human resources, ensuring timely and accurate data entry into organizational systems. Maintaining physical and digital records according to established procedures is crucial for easy data access. The position serves as the first point of contact for internal inquiries, providing prompt and accurate responses to facilitate daily problem-solving. Continuous improvement is encouraged through participation and suggestions for enhancing procedures and practices. Utilizing digital tools and technology to improve work practices and staff service is essential. Administrative support is provided for inter-agency initiatives, aiming for cost savings and service quality improvements. Liaison with other functions and third-party contractors is necessary for efficient service delivery. Guidance and advice are offered to junior staff. Finally, the role includes preparing for and responding to emergency situations under supervisor guidance.
Work Experience
Requires at least five years of progressive administrative experience. Must demonstrate 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., assets, facilities, fleet, travel) is needed. Experience supporting staff with guidance and working with cross-functional teams is also required.
Skills
Administrative Support, Data Collection and Analysis, Purchasing and Finance Processing, Record Management, Problem Solving, Process Improvement, Digital Tool Utilization, Inter-agency Coordination, Liaison with Third Parties, Mentoring Junior Staff, Emergency Preparedness