Management Service

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 120 countries and territories, employing thousands of individuals who are committed to its mission. WFP's core values include Integrity, Collaboration, Commitment, Humanity, and Inclusion, and it strives to create a diverse and inclusive work environment. The organization has been recognized for its efforts, notably being awarded the Nobel Peace Prize in 202

• WFP invests in the personal and professional development of its employees through various training and mentorship programs, providing opportunities for career advancement across its global offices. For more information, visit the WFP website and follow them on social media.

Job Overview:
The Management Services Associate (G6) position plays a crucial operational role in managing and coordinating administrative, technical, supervisory, and support services within the organization. The role encompasses several critical functions, including asset management, engineering support, environmental sustainability, event management, facility management, library services, protocol, travel and accommodation, and vehicle/fleet management. The incumbent is expected to provide advanced technical and administrative support to ensure quality, compliance, efficiency, and continuity of operations. This includes implementing procedures, maintaining records, monitoring indicators, and coordinating daily activities with service providers, suppliers, and internal units. The position requires a proactive approach to problem-solving and effective communication skills to facilitate collaboration across various departments.

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

• Asset Management: Maintain an inventory of assets, including recording, coding, tracking, and reconciling entries and exits. Contribute to internal and external audits and manage stock of consumables and equipment.
• Engineering/Maintenance Support: Assist in coordinating preventive and corrective maintenance work, track service provider interventions, and ensure compliance with health, safety, and environmental standards.
• Environmental Sustainability: Collect data on resource consumption, support green office initiatives, document environmental indicators, and prepare compliance reports.
• Event Management: Handle logistics for meetings, workshops, and events, including room reservations, equipment coordination, and budget tracking.
• Facility Management: Oversee daily office management, including cleaning, security" style="border-bottom: 1px dotted #007bff !important;">security, and utility services, and manage service contracts.
• Library & Knowledge Services: Manage physical and digital documentation, support research efforts, and ensure regular updates of standard operating procedures.
• Protocol: Manage official requests, coordinate protocol aspects for missions, and maintain protocol records.
• Travel & Accommodation: Prepare and confirm travel arrangements, manage travel requests, and ensure compliance with travel policies.
• Vehicle & Fleet Management: Maintain fleet records, track vehicle maintenance, and organize daily vehicle assignments. 1
• Global Administrative Services: Manage transversal services, implement standard operating procedures, and support budget preparation and reporting.

Required Qualifications:
The minimum qualifications for the position include:

• Education: A diploma or degree (Bac +2/3) in administration, management, engineering, or a related field.
• Experience: At least six (6) years of administrative experience in several of the areas listed above, demonstrating a strong understanding of operational and logistical processes.
• Technical Skills: Proficiency in administrative management, logistics, asset management, event organization, reporting, and data management. Familiarity with environmental standards and health, safety, and environmental regulations is also required.
• Behavioral Skills: Strong organizational skills, attention to detail, autonomy, client-oriented approach, effective communication, problem-solving abilities, multitasking, and prioritization skills.
• Computer Skills: Proficiency in MS Office Suite, SharePoint, ERP/Asset systems, and ticketing tools is essential.

Educational Background:
Candidates must possess a minimum of a Bac +2/3 level education in administration, management, engineering, or a related field. This educational background is critical to ensure that the candidate has the foundational knowledge necessary to perform the duties associated with the Management Services Associate role effectively.

Experience:
Candidates are required to have a minimum of six (6) years of relevant administrative experience. This experience should encompass various aspects of administrative and operational support, demonstrating the ability to manage multiple tasks and responsibilities effectively. Experience in humanitarian or international organizations is an advantage, as it provides insight into the unique challenges and requirements of working in such environments.

Languages:
Fluency in French is mandatory for this position, as it is the primary working language. Proficiency in English is desirable and would be considered an asset, as it facilitates communication within the diverse international team and with external partners.

Additional Notes:
The position is a fixed-term contract at the G6 level, with an initial duration of six months, subject to renewal based on funding availability and satisfactory performance. The role may require flexibility in working hours to accommodate operational emergencies and may involve travel to intervention areas. The WFP emphasizes strict adherence to ethical standards, security protocols, and data protection regulations. The organization is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process.