Management Services (Administration) Officer

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 nutrition. WFP is recognized for its efforts in providing food assistance and is a 2020 Nobel Peace Prize Laureate, reflecting its significant contributions to global peace and humanitarian efforts. The organization values diversity and inclusion, encouraging qualified candidates from all backgrounds to apply for positions within its ranks.

Job Overview:
The Management Services (Administration) Officer plays a crucial role in the effective management of Protocol, Events, and Travel services within the WFP. This position is essential for promoting cost efficiency and ensuring adherence to organizational policies while supporting high levels of staff satisfaction. The MS Officer will be responsible for coordinating travel-related activities, organizing events, and managing protocol services, thereby fostering robust relationships with the Ministry of Foreign Affairs and other relevant government departments. This role is instrumental in enhancing team productivity and morale, contributing significantly to the overall success of the organization. The MS Officer will report directly to the Deputy Head of the Management Services unit and will oversee a team responsible for travel, events management, and protocol services, ensuring that all operations are conducted smoothly and efficiently.

Duties and Responsibilities:
The Management Services (Administration) Officer will have a comprehensive set of responsibilities, including:

• Supervising a team of staff involved in travel, events management, and protocol services, ensuring accountability and that travel arrangements are safe, efficient, and cost-effective for WFP.
• Managing and coordinating travel-related activities at both the country office and field levels, ensuring that all travel arrangements are executed smoothly.
• Organizing and coordinating events, ensuring that all logistical aspects are handled effectively.
• Coordinating protocol services with the South Sudan government, ensuring compliance with local regulations and requirements.
• Monitoring travel expenses to ensure adherence to budgetary constraints and enforcing WFP travel policies for all trips.
• Preparing periodic reports related to travel, events management, and protocol services, ensuring accuracy and timeliness.
• Ensuring proper coordination with the Ministry of Foreign Affairs and other government offices to facilitate smooth operations.
• Evaluating and improving processes related to travel and events management to enhance efficiency and staff satisfaction.

Required Qualifications:
Candidates must possess an advanced university degree (master’s degree or higher) in Business/Public Administration, Management, or a related field. Alternatively, a first university degree with additional years of relevant work experience and/or training may be considered. Candidates should have a minimum of two years of progressively responsible work experience in administration, business support, event management, travel, and protocol services in an international setting for those with a master's degree. For candidates with a first university degree, at least four years of relevant experience is required. Supervisory and team management experience is essential, along with experience working with UN agencies, NGOs, or international organizations. Candidates should also have experience in analyzing data, identifying trends, and interpreting performance metrics to produce actionable insights and comprehensive reports.

Educational Background:
The educational background required for this position includes an advanced university degree (master’s degree or higher) in Business/Public Administration, Management, or a related field. Alternatively, a first university degree with additional years of related work experience and/or training may suffice. This educational foundation is critical for understanding the complexities of administrative management and the operational needs of the WFP.

Experience:
The level of experience required for this position includes a minimum of two years of progressively responsible work experience in administration, business support, event management, travel, and protocol services for candidates holding a master's degree. For those with a first university degree, at least four years of relevant experience is necessary. Candidates should also have supervisory and team management experience, as well as familiarity with working in international settings, particularly with UN agencies, NGOs, or similar organizations. Experience in analyzing data and producing reports is also essential.

Languages:
Fluency in English is required for this position. This is a mandatory requirement, as effective communication in English is crucial for the role. While not mandatory, proficiency in additional languages may be considered an asset, particularly in a multicultural work environment where diverse language skills can enhance communication and collaboration.

Additional Notes:
This position is open ONLY for qualified South Sudanese candidates, with a strong encouragement for female candidates to apply. The contract is a Fixed Term - National Officer level A (NO-A) position, based in Juba, South Sudan, with a duration of one year, annually renewable based on performance and budget availability. The WFP offers an attractive compensation package and is committed to providing a diverse and inclusive work environment. The organization also emphasizes the importance of reasonable accommodations for individuals with disabilities throughout the recruitment process.