Emergency Response/Roving - Management Services Consultant

Emergency Response/Roving Management Services (Administration) Consultant

Are you an organized and customer-focused professional, interested in changing lives and saving lives with the UN’s largest humanitarian agency?  Are you mobile and want to enable operations and teams, working and living, in some of the most difficult environments? Are you excited to be in diverse field locations for the majority of your contract (i.e., 75%)?

If yes, this is your opportunity!

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 - WHO WE ARE

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger. 

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: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

WHY JOIN US?

• WFP is a 2020 Nobel Peace Prize Laureate 

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

• 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

ABOUT THE MANAGEMENT SERVICES (ADMINISTRATION) CONSULTANT

You will be joining a community of over 4,000 team members, worldwide – ranging from facility managers, engineers, and environmental officers to drivers and maintenance workers, managing critical Management Services (Administration and Engineering) that WFP’s humanitarian operations cannot run without. Management Services (Administration) colleagues ensure duty-of-care and enable the actions of our more than 20,000 colleagues. At the core of WFP’s efforts to respond quickly to dynamic operational needs - Management Services is there!

The responsibilities of our Management Services professionals include managing travel, accommodation, and protocol support; delivering and maintaining fit-for-purpose facilities; managing WFP’s pool of assets including light & armoured vehicles; and providing guidance on oversight, internal controls, and anti-fraud management.

ORGANIZATIONAL CONTEXT

The Management Services functional area delivers high-quality, people-focused support to WFP field operations in the areas of oversight and risk management, Facilities, Asset, Contract, and Fleet management, and Travel and Protocol services. The function serves as the organization’s administrative backbone, seeking to ensure that WFP programmes and objectives for changing lives and saving lives are delivered efficiently and cost-effectively, while at the same time guaranteeing compliance with relevant laws and regulations. We also have organizational cross-cutting co-ownership of Occupational Safety and Health and Environmental Sustainability.

You will work in close collaboration with other related support functions – Finance, Logistics, and Human Resources – to ensure consolidated and efficient processes and services. Our teams of specialists in HQ are there to support you!

JOB PURPOSE

The Management Services functional area focuses on creating the best possible environment for our colleagues, globally. Providing exceptional, customer-focused professional service supporting our teams, working, and living, in some of the most difficult environments, to reach WFP’s beneficiaries.

The Field Support and Staffing branch (MSDS) of the Management Services Division (MSD) is responsible for coordinating field support to ensure duty of care and service delivery are available, at the onset of emergencies in WFP’s Regional Bureaux and Country offices and to promote and support the effective coordination of Administration transformation initiatives and projects through engagement with regional bureaus, Country Offices and other functions.

The position is based in Rome or home-based and is to be agreed upon with the incumbent. The position requires extensive travel to field offices. The incumbent may be required to be in a duty station for up to 3 months and often required to deploy at short notice.

KEY ACCOUNTABILITIES (not all-inclusive)

Under the supervision of the Chief, MSDS, or designate, and in close collaboration with field Administration Officers and Regional Administration Officers, the Emergency Response/Roving Management Services Consultant's responsibilities will include support to the field through the provision of guidance and support to field initiatives whilst also required to be available at any time to be deployed to support the Administration needs, as they arise:

As an Emergency Response/Roving Management Services Officer, you will be responsible for the following key duties:

• Contribute to Emergency preparedness and response actions such as immediate surge support and capacity enhancements for operations scale-ups in the field,
• Perform and support initial required risk analysis, contingency planning, monitoring the management of risks, and reporting on actions taken.
• Where necessary, lead on managing Admin team in the area of responsibility (e.g., WFP managed facilities, assets, and travel management, etc.) and estimate new requirements aiming at efficiency, cost-effectiveness, and timeliness of operations and services
• Support in developing and implementing WFP regional/country plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration services.
• Managing and/or carrying out complex data analysis to provide management and clients with accurate information and reports for efficient planning and decision-making.
• Facilitating the compliance of the services provided (e.g., WFP managed facilities, assets, and travel management, etc.) with the corporate Occupational Safety and Health Policy and providing recommendations to the management on any improvements/changes, when required.
• Ensure that internal controls are established and exercised in compliance with WFP Rules and Regulations.
• Develop annual plans, contributing to longer-term strategies and improvements to policies, systems, and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations, and processes.
• Promote a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
• Managing and motivating a multicultural team(s), providing coaching, training, and guidance as required to ensure appropriate development and enable high performance.
• Strengthen the capacity of WFP staff and partners through the delivery of training, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries.
• Other as required.

STANDARD MINIMUM REQUIREMENTS

Education

You have:

• Advanced University degree in Business/Public Administration, Engineering, or other relevant fields related to facilities and office management or First University degree with additional years of relevant professional level work experience. 

Experience

You have:

• At least 3 years of postgraduate, progressively responsible professional level work experience managing operational support services or similar (i.e., Accommodation, Assets (equipment), Contracts, Engineering, Facilities, Fleet, Internal Controls, Protocol, and Privileges, and Travel, among others)
• International field experience or professional experience working within international organizations or companies (such as the United Nations, NGOs, multi-national companies, etc.)
• Proven experience in monitoring, assessing, and recommending effective internal controls and mitigation actions.
• Proficiency in MS Office, as well as proven ability to use and manage integrated business management systems, such as SAP or other similar systems, to extract data and contribute to effective, informed decision-making.
• Proven ability to collaborate effectively with multiple stakeholders.
• Experience in managing, supervising, and coaching staff is a plus

Language

You have:

• • Fluency (level C) in the English language (written spoken, and oral comprehension).
  • Intermediate knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) and/or Portuguese (one of WFP’s working languages).

ADDITIONAL DESIRED TECHNICAL SKILLS AND KNOWLEDGE

• Professional experience in an emergency setting is a strong asset
• Experience in preparation and management of large and complex contracts and assets, including familiarity with complex Standard Operating Procedures (SOPs).
• Proven experience in managing one, or more, of the following areas of specialization: Accommodation, Assets (equipment), Facilities, Fleet, Protocol and Privileges, Travel
• Proven experience in project management, ability to root cause and solve problems, estimate time, cost, and resource requirements, and organize resources to implement solutions.
• You may have experience developing, implementing, and leveraging the use of ticketing systems or case management systems.
• Experience in global shared service centres and/or helpdesks.
• Familiarity with procurement processes.
• Contributed and supported in leading projects and input into functional policies.
• Experience with Business Operations Strategies.
• Ability to react quickly and adapt to changing priorities, guiding large, complex teams in making risk-informed decisions.

DEADLINE FOR APPLICATIONS

4 SEPTEMBER 2022

Your CV must be submitted in English. For UN workers please include your current contract type and level.

Women applicants and qualified applicants from developing countries are especially encouraged to apply.

This VA may be used to fill more than one analogous position.

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. 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 t