Management Services Assistant G5

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, established to save lives in emergencies and to use food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. WFP operates in numerous countries around the globe, employing thousands of individuals who are dedicated to humanitarian efforts. The organization is committed to diversity and equal employment opportunities, ensuring that all qualified candidates are encouraged to apply regardless of their background. WFP has been recognized for its efforts, being awarded the Nobel Peace Prize in 2020, and continues to strive for an inclusive and multicultural working environment, investing in the personal and professional development of its employees through various training and mobility opportunities. WFP's mission is driven by its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, which guide its operations and interactions with partners and beneficiaries alike.

Job Overview:
The Management Services Assistant G5 position is designed to support the effective day-to-day delivery of specialized, client-focused, and value-for-money services pertaining to the Management Services portfolio. This role is crucial in ensuring that the organization operates efficiently and effectively, contributing to the overall mission of WFP. The successful candidate will be responsible for a variety of tasks that include data collation, report preparation, and the management of both physical and digital records. The role requires a proactive approach to problem-solving and the ability to provide timely and accurate responses to internal queries. The Management Services Assistant will also be expected to suggest improvements to existing procedures and practices, thereby enhancing the quality of services provided. This position is integral to the smooth functioning of the organization and requires a commitment to WFP's values and mission.

Duties and Responsibilities:
The duties and responsibilities of the Management Services Assistant include, but are not limited to:

• Performing tasks and activities within the Management Services portfolio to support efficient and high-quality service delivery.
• Collating data and preparing basic analysis to assist with the creation of reports that contribute to the efficient management of resources.
• Processing routine actions related to procurement, finance, human resources, and other relevant areas, ensuring effective and timely recording of data in corporate systems.
• Managing and maintaining physical and digital records in accordance with established procedures to ensure swift and easy access to data as required.
• Acting as the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient resolution of daily issues.
• Providing inputs and suggesting improvements to procedures and practices to support continuous enhancement of services provided.
• Utilizing digital tools and technology applications to improve working practices and customer service.
• Providing administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
• Liaising with other functions and third-party contractors to enable efficient service delivery. 1
• Providing advice and guidance to junior staff in performing their duties. 1
• Performing emergency preparedness and response tasks as guided by the supervisor.

Required Qualifications:
The position requires the completion of secondary school education, with a post-secondary certificate in a related functional area being desirable. Candidates should possess a strong understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems. Additionally, experience in collating data and preparing basic analysis related to the Management Services portfolio is essential. The ability to support staff by providing advice and guidance is also required, along with experience working collaboratively with teams across different functional areas.

Educational Background:
Candidates must have completed secondary school education. A post-secondary certificate in a related functional area is considered desirable, indicating a level of specialized training or education that would enhance the candidate's ability to perform the duties of the role effectively.

Experience:
The role requires a minimum of 5 years of related job experience. This experience should include a demonstrated understanding of WFP Management Services regulations and the ability to collate data and prepare basic analyses. Candidates should have a background in supporting staff and working collaboratively across various functional areas, showcasing their ability to contribute to a team-oriented environment.

Languages:
Fluency in English (level C) is mandatory for this position. Depending on the location of the post or area of responsibility, fluency or intermediate knowledge of another official language may also be required. For field positions, fluency in both oral and written communication in the UN language in use at the duty station and in the local language, if different, is essential.

Additional Notes:
This position is based in Harare, Zimbabwe, and is a full-time role. The World Food Programme is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees in connection with the application or recruitment process. All applications must be submitted through the online recruiting system, and only shortlisted candidates will be contacted for the next stage of the recruitment process. WFP emphasizes an inclusive work environment free from discrimination and harassment, and all selected candidates will undergo rigorous reference and background checks.