Management Services SC G
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 extreme weather. We are committed to a diverse, skilled, and high-performing workforce operating in an inclusive environment, embodying our core values.
Job Purpose
The Management Services Assistant will provide essential support to the Finance/Management Services Unit in Bishkek, Kyrgyzstan. This role is crucial for the effective day-to-day delivery of specialized, client-focused, and value-for-money services within the Management Services portfolio. The incumbent will perform a variety of administrative tasks, including data collation and basic analysis for reporting, processing routine actions in procurement, finance, and HR, and managing records. A key responsibility will be serving as the primary Travel focal point, managing all travel arrangements and ensuring accuracy in the travel system. The position also involves office administration, including small purchases, supply management, and logistical support for events, contributing to the overall efficiency and smooth operation of the office and supporting WFP's mission.
Responsibilities
The Management Services Assistant plays a crucial role in supporting the efficient and high-quality delivery of specialized services within the Management Services portfolio. This position involves performing a variety of tasks to ensure smooth operations, including collating data and conducting basic analysis for resource management reports. The assistant will process routine actions related to procurement, finance, and human resources, ensuring accurate data recording in corporate systems. Maintaining physical and digital records is essential for easy data access. This role serves as a primary point of contact for internal queries, providing timely responses to resolve daily issues. The assistant is expected to suggest improvements to procedures and utilize digital tools to enhance working practices and customer service. Additionally, they will provide administrative support for inter-agency initiatives, liaise with third-party contractors, and offer guidance to junior staff. A key responsibility includes serving as the Travel Focal Point, managing all aspects of routine staff travel arrangements, including booking, visa support, and liaising with state entities for necessary clearances. The role also encompasses office administration duties such as managing office supplies, handling shipments, and providing logistical support for events. The assistant will backstop other administrative staff when needed and perform other assigned tasks.
Work Experience
The role requires demonstrated understanding of WFP Management Services regulations, policies, and systems. Experience in data collation and basic analysis for areas like asset, facility, fleet, or travel management is necessary. The candidate should have experience supporting staff with advice and guidance, and working collaboratively with cross-functional teams.
Skills
Data Collation, Basic Analysis, Report Preparation, Procurement Processing, Finance Processing, Human Resources Processing, Record Management, Client Support, Procedure Improvement, Digital Tool Utilization, Inter-agency Initiative Support, Liaison, Guidance Provision, Emergency Preparedness, Travel Arrangements, Visa Support, Office Supply Management, Cargo Handling, Mailing Services