Management Service Assistant

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).

To perform a range of Administration tasks to support the effective day-to-day delivery of specialised, client-focused, and value-for-money services pertaining to the Management Services portfolio.

The job holder is expected to take responsibility for the completion of a full range of management activities requiring some interpretation of standard guidelines and practices. He/she is able to recommend a course of action within their area of expertise and may provide guidance to other staff.

The Management Service Assistant will work under the direct supervision of the Deputy Country Director, and overall supervision from the Country Director.

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority):

1. Perform tasks and activities within Management Services portfolio to support efficient and high-quality service delivery.
2. Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.
3. Process routine actions related to procurement (e.g. Micro Purchase Orders, Long-term agreement establishment), finance (e.g. invoice processing), and other relevant areas, contributing to the effective and timely recording of data in corporate systems.
4. Manage and maintain physical and digital records (e.g. for assets) in accordance with established procedures to ensure swift and easy data access as required.
5. Be the first point of contact for internal queries for management services and administration issues, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.
6. Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.
7. Utilise digital tools and technology applications to improve working practices and customer service.
8. Provide administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
9. Liaise with other functions and third-party contractors to enable efficient service delivery.
10. Organise disposal exercises and serve as the secretary of the Local Property Survey Board.
11. Implement guidance issued by the Regional Bureau and Headquarters
In addition to the above duties and responsivities, the Management Service Assistant will also be responsible for:
12. Fleet management, including asset management of fleet and service, maintenance and insurance arrangement for all vehicles.
13. Maintaining accurate driver and vehicle lists at all times. Provide guidance to the senior driver in vehicle planning.
14. Maintain vehicle data using WFP corporate systems
15. Perform other related duties as required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
Experience:
• Minimum of five (5) years of progressively responsible experience in management services or administrative support.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook); prior experience in application of with SAP System and other corporate software for managing assets, and administrative functions is a strong asset.
• Strong attention to detail and ability to organize documentation systematically.
• Professional, client-oriented, tactful and committed to continuous learning.
• Experience working with international humanitarian organizations, NGOs, or government institutions in a multicultural setting is an advantage.

Knowledge and Skills
• Has a good understanding of Administration principles and their application to respond to and resolve a range of administrative queries.
• Has experience in collating data and preparing basic analysis pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas.
• Has supported staff by providing advice and guidance.
• Has experience working with teams across different functional areas and good communication skills.
• Ability to conduct basic analyses to generate periodic reports and make recommendations for further actions.
• Ability to build relationships with a variety of individuals across functions and outside WFP to effectively contribute to the functioning of the unit.
• Ability to work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education:
Secondary education with specialized certification in office management, business communication, project coordination, operations support or supplemented by training in personnel or general administration work.
Bachelor’s degree in business administration, or closely related field is desirable.
Language:
Fluency in both oral and written communication in English and Tetum.

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

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.