Management Services Assistant (G5) - Qamishly - VA022-2025

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

As Syria navigates a new chapter marked by historic opportunities and enduring challenges, the scale of humanitarian needs remains overwhelming. Today, more than 70 percent of Syria’s population continues to depend on some form of humanitarian assistance. Over half of the population is grappling with food insecurity, with nearly 3 million people facing severe food insecurity.  Around 7 million people remain displaced internally, while more than 4 million are refugees in neighbouring countries. Since December 2024, hundreds of thousands of refugees and internally displaced Syrians have begun returning to their areas of origin. Many more plan to return and will require vital support as they reintegrate.

The United Nations World Food Programme (WFP) is the largest humanitarian agency operating in Syria since 1964 and is uniquely positioned to support Syrian communities in their recovery through its expansive reach and scale. WFP’s interventions prioritize emergency relief and resilience-building efforts focused on the most severely food insecure populations. Additionally, WFP is a key actor in the country’s social protection sector also plays a vital role in strengthening Syria’s social safety-net systems.

Operating under its 2022-2026 Interim Country Strategic Plan (iCSP), WFP addresses the growing food and nutrition needs livelihood, resilience and early recovery, and reviving food systems, in close collaboration with the Syrian government and humanitarian and development stakeholders.

JOB PURPOSE:

To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery, and ensure that Qamishli office and staff are supported for smooth business execution, and administrative needs are attended to in a timely and quality manner, with solid and positive management of support staff (including drivers, helpers and maintenance staff).

This position directly reports to the Finance associate in Qamishli office, with an overall oversight from the head of office.

ACCOUNTABILITIES/RESPONSIBILITIES:

1. Travel Management

• Ensure Daily Subsistence Allowance (DSA) follows ICSC rates and is applied automatically.
• Submit TEC (Travel Expense Claim) within 30 days after travel completion for national staff.
• Ensure the office has an up-to-date Travel SOP aligned with corporate policies.

2. Asset and Inventory Management

• Act as Asset Focal Point (with alternates trained).
• Prepare asset count reports.
• Ensure notification of orders and receipt of goods, including registration in GEMS.
• Verify received items against PO and raise Goods Received Note (GRN).
• Maintain regular and preventive maintenance.
• Report loss, damage, or non-serviceability of property within.
• Manage disposals with proper approval and coordination with Damascus CO.
• Ensure inventory stickers are attached to all non-expendable items.

3. Vehicle and Generator Management

• Produce monthly LV Status Reports and ensure vehicles are in safe, roadworthy condition.
• Maintain LV and generator logbooks, conduct daily pre-checks, and ensure weekly generator tests.
• Ensure drivers are selected, trained, and have valid licenses. Maintain driver files confidentiality.
• Implement FleetWave for vehicle data entry and ensure WFP vehicle rules are followed.
• Establish annual LV requirements and replacement plans for GVLP.
• Ensure preventive maintenance schedules are followed, and LTA agreements are in place where needed.
• Safely store fuel and lubricants, and ensure all drivers have valid licenses and medical checks.
• Authorize and monitor private and official use of WFP vehicles; maintain authorizations on file.
• Manage all LVs under a vehicle pool system and record exceptions.
• Store spare parts/tyres properly, conduct stock checks, and set reorder levels.

4. Facility and Safety Management

• Verify building capacity and safe room compliance per Security/DSS requirements.
• Ensure connection to utilities (electricity, water, HVAC, generators, UPS).
• Ensure water supply reliability and quality; provide potable water if needed.
• Supervise contracted services (cleaning, security, maintenance).
• Maintain drainage systems and conduct fumigation regularly.
• Ensure engineering works follow WFP Construction Manual requirements.

5. Guesthouse and Accommodation Management

• Act as Accommodation Focal Point with LMS certification.
• Ensure guesthouses operate on full cost recovery basis and meet WFP standards.
• Maintain contingency supplies (fuel, food, water).
• Apply financial procedures as per Finance Memorandum.
• Use digital tools for invoicing, booking, occupancy tracking, and reporting.
• Prepare monthly admin and financial reports and ensure SOPs are in place and communicated.

6. Procurement and Contract Management

• Maintain procurement plans to minimize ad-hoc purchases.
• Ensure timely payments to suppliers as per contract terms.
• Extend and sign contracts on time; ensure zero acquisitions without valid contracts.
• Regularly evaluate contractor performance and coordinate with procurement unit.
• Ensure clear separation of roles and updated TORs for admin staff.
• Manage lease contracts to adhere to obligations.

7. MOFA focal points

• Draft correspondences, including Notes verbal’s, to the attention as required.

8.Invoice Tracking system (ITS) focal point:

• check and matching the related invoices related to goods and services in Qamishli Office.

QUALIFICATIONS & EXPERIENCE REQUIRED:
 

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
 

Experience: Minimum 5 years of experience composed of 3 years in administration services and/or operations support, and 2 years in any other field but preferably in the field of the position.
 

Knowledge & Skills:

• Administrative procedures and office management
• Procurement and contract administration basics
• Asset and inventory control practices
• Fleet and facilities management fundamentals
• Travel and accommodation coordination
• Financial and invoice tracking processes
• Use of standard digital tools and systems
• Communication and correspondence handling
• Organizational and time management skills
• Attention to detail and compliance awareness

Languages: Fluency (Level C) in both oral and written communication in Arabic and English

Note: General Service positions are locally recruited. Only candidates who are nationals of the duty station country or who already hold valid work authorization are eligible for consideration.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.