Management Services Associate G6

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).

ORGANIZATIONAL CONTEXT:

This position is based in Sudan Country Office, Port Sudan.

Under the direct supervision of the Management Services Officer and overall supervision of Management Services officer (Facilities) or his (OIC), the Management Services Associate will be responsible from the following duties: Management Services Officer or

   KEY RESPONSIBILITIES

Facilities Management:

• Responsible of delivering a highly efficient and cost-effectiveness facilities management services with regards to the establishment, renovation, relocation, expansion, opening and closing of WFP premises.
• Adapt and update administrative processes, supporting the implementation of operating procedures, to contribute to the continuous improvement of administrative services under the area of responsibilities. Support the production of various data and compile and prepare reports to contribute to the provision of accurate information for informative decision making and to support the effective and timely management of WFP resources.
• Responsible for the development of effective and efficient use of space, providing all clients with suitable, healthy, and safe office accommodation in line with the standards of the organization.
• Assist in raising annual planned procurement for all facilities related NFIs, liaising with all partners to ensure complete and accurate timely planning.
• Ensure contracts/LTAs, and purchase orders have been raised timely for all WFP facilities in Port Sudan CO related to goods and services, including premises leases, cleaning services, machinery, and equipment maintenance (ACs, photocopiers, GYM equipment…), utilities contracts (water, electricity, gas, sewage and garbage disposal).
• Ensure the regular services provision and maintenance of all major installations, including the identification of problems and initiate corrective action for proper maintenance, including electrical, plumping and sewage.  Maintain relevant data in excel sheet as appropriate, update and initiate corrective actions when necessary.
• Schedule periodic maintenance for all office furniture and equipment including GYM equipment, photocopiers, air conditioners, electric and plumbing systems…. etc.)
•  Manage cleaning services provision at all WFP premises, ensure provision of high-quality and hygienic services. Provide necessary timely feedback where improvements might be required.
• Manage provision and distribution of drinking water ensure maintaining of sufficient stock and proper storage facilities in all WFP premises.
• Laboratory tests: manage contracts with external laboratories to conduct periodical Occupational Health and Safety (OHS) tests to achieve staff wellness and to ensure compliance with national and international regulations regarding indoor environmental quality (chemicals, pollutants, biological risks).
• Responsible for disinfestation and pest control in all WFP premises, ensures all necessary activities are timely carried out to avoid the presence of rodents and insects that can interfere with the cleanliness and order of offices and staff wellness.
• Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
• Provide trainings and guidance to staffs in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of service.
• Ensure all data is accurately and recorded, processed in WFP corporate systems and any operational issues timely addressed (Create MPO & PR and make down payment in WINGS as appropriate).
• Assist in processing all client’s requests through GSMT platform to ensure effective adaption of the tool and achieve the goals of delivering excellent services, customer satisfaction, and value for money.

Other tasks :

• Represent management services unit in any tasks force meetings and prepare check list of clients’ activity requirement.

• Act as alternate of the unit for MPO creation
• Act as alternate in the absence of MS unit staffs.
• Events Management
• Inventory control & Assets management
• Travel management & trips creation in WE travel system
• Perform other duties as required.

QUALIFICATIONS AND EXPERIENCE:

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

Experience: Six or more years of progressively responsible work experience in the relative business stream with experience in general management services work.

Desired experience for entry into the role:

• Has demonstrated a sound understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems.

• Has experience in collating data and preparing reports pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas.

• Has experience in coordinating the work of others and providing guidance and training.

• Has experience working with teams across different functional areas.

Language: Fluency in English & Arabic language.

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.