Management Services Associate

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of alleviating hunger and improving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, and the organization strives to create a diverse and inclusive work environment where all employees can thrive. WFP has been recognized for its efforts, notably being awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace. The organization invests in the personal and professional development of its employees through various training and mentorship programs, ensuring that they are equipped to handle the challenges of humanitarian work effectively. WFP encourages qualified candidates from diverse backgrounds to apply, emphasizing equal employment opportunities for all individuals regardless of race, gender, or other characteristics.

Job Overview:
The Management Services Associate position at WFP is designed to provide specialized support and coordinate the delivery of client-focused services within the Management Services portfolio. The role requires a proactive approach to ensure efficient and high-quality service delivery, with responsibilities that include overseeing day-to-day operations, maintaining the functionality and safety of facilities, and assisting in procurement planning. The job holder will report to the Head of Unit or Management Services Officer and is expected to demonstrate initiative and responsibility in responding to queries and managing resources. This position is crucial for maintaining the operational efficiency of WFP's services, ensuring that the organization can effectively respond to humanitarian needs. The role also involves collaboration with various teams and external service providers to enhance service quality and achieve cost savings as part of UN Reform initiatives. The Management Services Associate will play a key role in supporting the organization's mission by ensuring that resources are managed effectively and that staff are trained in relevant policies and procedures.

Duties and Responsibilities:

• Coordinate administrative and technical support within the Management Services portfolio to ensure efficient and high-quality service delivery.
• Oversee day-to-day operations to ensure functionality, cleanliness, and safety of the premises/facilities, including maintenance and repair services while identifying improvements to enhance service efficiency and cost-effectiveness.
• Assist in procurement planning related to facilities and inventory needs.
• Support office relocations, renovations, and space planning in collaboration with relevant teams.
• Maintain records of lease agreements, service contracts, and compliance documentation.
• Maintain accurate records of all office assets and consumables using approved inventory systems.
• Conduct periodic physical verification of assets and reconcile discrepancies, ensuring proper tagging, tracking, and reporting of assets in line with corporate policies.
• Coordinate asset disposal processes, including documentation and reporting as per corporate guidelines.
• Collate and analyze data and prepare and/or consolidate reports to contribute to decision-making and efficient management of resources. 1
• Utilize digital tools and technology applications to improve working practices and customer service, effectively adopting new technologies introduced at the workplace. 1
• Participate in the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality. 1
• Collaborate with other WFP functions and external service providers to ensure efficient and seamless service delivery. 1
• Provide advice and support to staff at Country and Provincial Offices to ensure team objectives are met in line with required standards. 1
• Provide training and guidance to staff to improve understanding of Management Services regulations, policies, procedures, processes, standards, and systems. 1
• Contribute to emergency preparedness and response by allocating resources, offering analytics, and providing services. 1
• Perform any other tasks in line with the position level and expertise.

Required Qualifications:
Candidates must have a completion of secondary school education with a post-secondary certificate in a related functional area. A university degree in Business/Public Administration, Finance, Engineering, or another relevant field related to Administration, Facilities, and Assets Management is desirable. Additionally, candidates should possess a minimum of 6 years of progressively responsible work experience in Office Administration, Management Services, Assets, Facilities, Fleet Management, or other related areas. Experience in collating data and preparing reports related to Management Services is essential, as is a sound understanding of Administration/Management Services regulations, policies, procedures, processes, standards, and systems, particularly in humanitarian organizations. Candidates should also have experience coordinating the work of others and providing guidance and training.

Educational Background:
The educational background required for this position includes a completion of secondary school education along with a post-secondary certificate in a relevant functional area. A university degree in Business/Public Administration, Finance, Engineering, or a related field is considered desirable and beneficial for the role, as it provides a strong foundation for understanding the complexities of Management Services and administrative functions.

Experience:
The position requires a minimum of 6 years of progressively responsible work experience in fields such as Office Administration, Management Services, Assets, Facilities, and Fleet Management. Candidates should have demonstrated experience in collating data and preparing reports related to Management Services, as well as a solid understanding of relevant regulations and policies. Experience in coordinating teams and providing training is also essential, as the role involves working collaboratively across different functional areas.

Languages:
Fluency in both oral and written communication in English and Urdu is mandatory for this position. Proficiency in additional languages may be considered an asset, but the primary requirement is strong communication skills in these two languages to effectively interact with diverse stakeholders and ensure clear understanding of policies and procedures.

Additional Notes:
This position is offered as a Service Contract for a duration of 6 months, with the possibility of extension. It is specifically open to Pakistan Nationals only. The role is full-time and includes a competitive benefits package, which encompasses salary, pension, leave, and medical insurance. All educational documents must be verified and attested by the Higher Education Commission (HEC), and appointment will be contingent upon the submission of HEC-verified degrees. WFP emphasizes a commitment to diversity and inclusion, ensuring that all employees work in an environment free from discrimination and harassment.