Management Services Assistant

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 work tirelessly to ensure effective humanitarian assistance reaches millions globally. WFP's mission is centered around the values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, fostering a diverse and inclusive work environment where employees are encouraged to develop their skills and careers.

Job Overview:
The Management Services Assistant position is based in the Pacific Multi-Country Office (MCO) in Fiji and reports to the Head of Unit, Chief, Management Services Officer, or designated supervisor. This role focuses on the full cycle of USG award implementation across the Pacific MCO portfolio, supporting multi-country operations. The position requires a high degree of responsibility and initiative to respond independently to queries and apply expertise to develop and improve systems and processes that support USG-funded programs. The Management Services Assistant will lead and coordinate the delivery of specialized, client-focused, and value-for-money management services in support of USG award implementation, ensuring efficient, compliant, and integrated service delivery across the Pacific MCO. Strong experience and knowledge of WFP systems for grant management and administration are essential, along with experience working on US-funded grants, which is desired.

Duties and Responsibilities:
The Management Services Assistant will be responsible for verifying resource requirements across the area of responsibility, primarily focusing on travel, WFP facilities, assets, and light vehicle fleet. They will oversee and support the delivery of services such as facilities management, travel, protocol, and fleet management in support of USG award operations, ensuring discrepancies are promptly reported and services are delivered consistently to maintain a safe and functional working environment for staff. Additionally, the Assistant will compile and analyze operational data, prepare reports for accurate decision-making, and meet internal and USG donor reporting requirements. They will contribute to the planning, monitoring, and processing of administrative actions related to procurement, finance, human resources, and contracts with external vendors, ensuring compliance with donor requirements and accurate recording in WFP corporate systems. The role also involves reviewing and updating administrative processes, responding to queries related to administrative and management services, coordinating and supervising a team supporting USG-funded operations, providing training and guidance to staff, and supporting basic finance-related transactions as required.

Required Qualifications:
Candidates must have a completion of secondary school education, with a post-secondary certificate or a first university degree in Procurement, Supply Chain Management, Business Administration, Logistics, or Public Administration being an advantage. Additionally, candidates should possess strong analytical and reporting skills, the ability to identify operational needs and deliver client-focused solutions, and apply risk management principles to ensure compliance with WFP and USG requirements.

Educational Background:
The educational background required for this position includes completion of secondary school education. A post-secondary certificate or a first university degree in relevant fields such as Procurement, Supply Chain Management, Business Administration, Logistics, or Public Administration is preferred, with additional years of relevant experience considered an advantage.

Experience:
At least 5 years of experience in Management Services and Resource Management is required for this position. Candidates should demonstrate a strong understanding of administrative services, systems, and procedures, particularly in relation to WFP grant management systems and USG-funded activities.

Languages:
Fluency in English, both oral and written, is required for this position. Working knowledge of another UN language would be considered an asset, enhancing the candidate's profile and ability to communicate effectively in a diverse work environment.

Additional Notes:
This position is offered under a Service Contract at Grade SC5 for a duration of 12 months. The role is based in Suva, Fiji, and candidates are expected to comply with WFP policies and donor regulations. The organization emphasizes an inclusive work environment and provides reasonable accommodations for individuals with disabilities throughout the recruitment process. WFP does not charge any fees in connection with the application or recruitment process, and all applications must be submitted through the online recruiting system.