Management Services Assistant

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 as a means to build pathways to peace, stability, and prosperity for individuals recovering from conflict, disasters, and the impacts of extreme weather. WFP operates globally, with a mission to ensure that effective humanitarian assistance reaches millions of people in need. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP has a diverse workforce and is dedicated to creating a healthy and inclusive work environment, living by its core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion. WFP was awarded the Nobel Peace Prize in 2020, highlighting its significant contributions to humanitarian efforts worldwide. The organization invests in the personal and professional development of its employees through various training and mentorship programs, offering exciting career paths across its numerous country, regional, and global offices.

Job Overview:
The Management Services Assistant plays a crucial role in supporting the effective day-to-day delivery of specialized, client-focused, and value-for-money services related to the Management Services portfolio. This position involves working closely with the Administrative Assistant and the Finance and Administration Officer to ensure that all management services are delivered efficiently and effectively. The assistant will be responsible for a range of administrative tasks, including data collation and analysis, procurement, finance, and human resources activities. 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 involved in continuous improvement initiatives to enhance service delivery and will utilize digital tools to improve working practices and customer service. This position is essential for maintaining the smooth operation of the office and ensuring that all staff have the necessary support to perform their duties effectively.

Duties and Responsibilities:

• Perform tasks and activities within the Management Services portfolio to support efficient and high-quality service delivery.
• Collate data and prepare basic analysis to assist with the creation of reports that contribute to the efficient management of resources.
• Process routine actions related to procurement, finance, human resources, and other relevant areas, ensuring timely and accurate data recording in corporate systems.
• Manage and maintain physical and digital records according to established procedures for easy data access.
• Act as the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient resolution of daily issues.
• Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services.
• Utilize digital tools and technology applications to improve working practices and customer service.
• Provide administrative support for inter-agency initiatives as part of UN Reform to achieve cost savings and enhance service quality.
• Liaise with other functions and third-party contractors to enable efficient service delivery. 1
• Provide advice and guidance to junior staff in performing their duties. 1
• Perform emergency preparedness and response tasks as guided by the supervisor. 1
• Serve as the main Travel focal point for routine staff travel queries, providing guidance on travel procedures and requirements. 1
• Make travel arrangements in line with WFP administrative rules and procedures, including ticket booking, visa support, hotel booking, and vehicle booking. 1
• Maintain travel records in the organization’s travel system, ensuring accuracy. 1
• Liaise with relevant MFA departments and other state entities to obtain necessary clearances and permissions for staff travel. 1
• Responsible for small office purchases and acting as an MPO focal point if nominated. 1
• Manage office supplies and stationery procurement, maintenance, and distribution. 1
• Provide logistical support for training/workshops/conferences as required. 1
• Handle office cargo shipments and mailing services. 2
• Backstop the Administrative Associate/Assistant during their absence. 2
• Perform other tasks as assigned by the supervisor.

Required Qualifications:
The ideal candidate should have a demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems. They should possess experience in collating data and preparing basic analysis related to the Management Services portfolio, such as asset management, facilities, fleet, and travel. The candidate should have a proven track record of supporting staff by providing advice and guidance and should be comfortable working with teams across different functional areas. Strong organizational skills and attention to detail are essential for this role, along with the ability to manage multiple tasks effectively.

Educational Background:
Candidates must have completed secondary school education. A post-secondary certificate in a related functional area is desirable, providing a foundation for the administrative and management tasks required in this role.

Experience:
At least five years of progressively responsible support work experience in general administrative work is required. This experience should include a background in management services or related fields, demonstrating the ability to handle various administrative tasks effectively and efficiently.

Languages:
Fluency in both oral and written communication in English and Russian is mandatory. Knowledge of Kyrgyz is considered an asset, enhancing communication capabilities within the local context and with local stakeholders.

Additional Notes:
This position is classified as SC-5, indicating a mid-level support role within the organization. The contract duration and specific terms of employment will be outlined in the Terms and Conditions section of the vacancy announcement. WFP is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. The organization does not charge any fees for application or recruitment processes, ensuring a fair and equitable hiring process for all candidates.