Management Services Assistant - SC4

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 and employs thousands of staff members who are committed to the mission of alleviating hunger and improving nutrition. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, which guide its operations and interactions with partners and beneficiaries. The organization is also a 2020 Nobel Peace Prize Laureate, highlighting its significant contributions to humanitarian efforts globally. WFP is dedicated to fostering a diverse and inclusive work environment, ensuring that all employees feel valued and empowered to contribute to the organization's mission.

Job Overview:
The Management Services Assistant position at WFP involves performing a variety of tasks within the Management Services portfolio to ensure efficient and high-quality service delivery. This role is crucial for maintaining the operational effectiveness of the office and supporting the overall mission of WFP. The successful candidate will serve as the Travel Focal Point, ensuring that all travel requests are processed accurately and in compliance with organizational policies. Additionally, the role includes serving as the Procurement Focal Point, managing procurement processes to ensure they are conducted efficiently and transparently. The Management Services Assistant will also handle general office administrative tasks, manage office premises and supplies, and act as the first point of contact for internal queries, providing timely and accurate responses to facilitate effective resolution of daily issues. This position requires a proactive approach to liaising with other functional units and third-party contractors to ensure efficient service delivery and contribute to the effective recording of data in corporate systems. The role also involves performing emergency preparedness and response tasks as guided by the supervisor, emphasizing the importance of readiness in humanitarian operations.

Duties and Responsibilities:
The duties and responsibilities of the Management Services Assistant include:

• Performing tasks within the Management Services portfolio to ensure high-quality service delivery.
• Serving as the Travel Focal Point, processing office travel requests accurately and efficiently.
• Acting as the Procurement Focal Point, ensuring procurement processes comply with organizational policies.
• Managing general office administrative tasks to maintain smooth operations.
• Overseeing office premises and supplies to ensure a well-organized and cost-effective working environment.
• Being the first point of contact for internal queries, providing timely and accurate responses.
• Liaising with other functional units and third-party contractors to facilitate service delivery.
• Processing routine actions related to management services and contributing to data recording in corporate systems.
• Performing emergency preparedness and response tasks as directed by the supervisor. 1
• Ensuring compliance with WFP's policies and procedures in all activities.

Required Qualifications:
Candidates for the Management Services Assistant position should possess strong organizational skills, attention to detail, and the ability to work effectively in a team environment. Proficiency in using office software and management systems is essential. The ideal candidate should demonstrate excellent communication skills, both written and verbal, and have the ability to manage multiple tasks simultaneously while maintaining a high level of accuracy. Familiarity with procurement and travel processes within an organizational context is highly desirable. Additionally, candidates should exhibit a commitment to WFP's values and mission, demonstrating integrity and a collaborative spirit in their work.

Educational Background:
A minimum of a secondary school education is required for the Management Services Assistant position. However, a higher education degree in business administration, management, or a related field is preferred. Relevant certifications or training in management services, procurement, or travel management would be advantageous and enhance a candidate's qualifications for this role.

Experience:
Candidates should have at least three years of relevant experience in administrative support, management services, or a related field. Experience working in a multicultural environment or within the United Nations system is a plus. The ability to demonstrate a track record of effective service delivery and problem-solving in previous roles will be beneficial for applicants.

Languages:
Fluency in English is mandatory for this position, as it is the working language of WFP. Proficiency in Mandarin or other languages relevant to the operational context of WFP in China would be considered an asset and enhance a candidate's competitiveness for the role.

Additional Notes:
This position is a full-time role based in Beijing, China, and is classified at the SC4 level. The contract duration is subject to organizational needs and funding availability. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization emphasizes a zero-tolerance policy for discrimination and harassment, ensuring a safe and inclusive work environment for all employees. Compensation and benefits will be outlined in the Terms and Conditions section of the vacancy announcement.