Management Services Officer
Organizational Context
The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building peace through food assistance. This role is within the Global Headquarters and/or Country Offices, reporting to a senior Management Services Officer. The incumbent will receive guidance and regular feedback, working under the supervision of experienced staff.
Job Purpose
The Management Services Officer will provide essential support for the delivery of high-quality, client-focused, and cost-effective services within the Management Services portfolio. This role is crucial for enabling WFP to achieve its mission of delivering food assistance. Specifically, the incumbent will ensure the optimal and cost-effective management of the United Nations Office and Accommodation facility in Benghazi, Libya. This includes overseeing daily operations, managing accommodation bookings and occupancy, coordinating maintenance, conducting quality assessments, and analyzing performance data to recommend service improvements. The role also involves supporting various administrative functions, verifying resource requirements, and liaising with stakeholders to ensure smooth service delivery and operational efficiency.
Responsibilities
The Management Services Officer is responsible for overseeing the daily operations of WFP accommodation facilities in Benghazi, ensuring adherence to WFP Accommodation Standards. This role involves acting as the Accommodation Focal Point, utilizing the Corporate Accommodation Digital Office for managing bookings, occupancy, invoicing, maintenance, and reporting. Key duties include processing accommodation requests, monitoring occupancy levels, and maintaining accurate records within corporate systems. The officer coordinates routine and extraordinary maintenance, conducts annual quality assessments, and develops improvement plans based on these assessments. They are also tasked with generating performance reports, analyzing data, and recommending service enhancements. Additionally, the role involves authorizing accommodation adjustments, ensuring smooth handover of responsibilities, and verifying resource requirements for various WFP facilities to optimize efficiency and cost-effectiveness. The officer supports broader administrative services, including facilities management, travel, transportation, and fleet management, while also coordinating logistical support for visitors and staff. Monitoring contracted services, maintaining asset inventories, and supporting procurement and finance processes are also crucial. The position requires liaising with stakeholders, analyzing administrative data, identifying areas for improvement, and providing guidance on administrative matters. The officer ensures the availability of necessary office equipment and utilities, supervises service providers, and supports emergency preparedness. A minimum of five years of relevant experience in administration or facility management is required, with experience in UN or NGO settings being advantageous. The ability to derive insights from data and performance metrics is essential.
Work Experience
The role requires at least five years of relevant work experience in administrative services, facility management, or related service provision. Experience in management services within a UN or NGO setting is considered an advantage. Candidates should also demonstrate experience in analyzing data, trends, and performance metrics to derive insights and conclusions.
Skills
Facility Management, Accommodation Management, Administrative Support, Logistics Coordination, Data Analysis, Report Generation, Procurement Support, Vendor Management, Asset Inventory, Maintenance Planning, Service Monitoring, Emergency Preparedness, Client-Focused Service Delivery, Cost-Effectiveness Improvement, Interpersonal Communication, Problem-Solving, Supervision, Guidance, Compliance Monitoring, Resource Verification