Management Services Assistant

The Management Services Assistant supports the effective day-to-day delivery of specialised, client-focused, and value-for-money services pertaining to the Management Services portfolio. The role involves performing tasks within the Management Services portfolio, data collation and analysis, processing routine actions related to procurement, finance, and human resources, managing records, and providing administrative support.

Responsibilities

• Perform tasks and activities within Management Services portfolio to support efficient and high-quality service delivery.
• Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.
• Process routine actions related to procurement, finance, human resources, and other relevant areas, contributing to the effective and timely recording of data in corporate systems.
• Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.
• Be the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.
• Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.
• Utilise digital tools and technology applications to improve working practices and customer service.
• Provide administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
• Liaise with other functions and third-party contractors to enable efficient service delivery.
• Provide advice and guidance to junior staff in performing their duties.
• Perform emergency preparedness and response tasks following the guidance provided by the supervisor.

Requirements

• Completion of secondary school education.
• A post-secondary certificate in the related functional area is desirable.
• 5 years of related job experience.
• Has demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems.
• 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.
• Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

Skills

• Management Services Regulations
• Data Collation
• Basic Data Analysis
• Asset Management
• Facilities Management
• Fleet Management Operations
• Travel Management
• Procurement Cycle Processing
• Finance Processing
• Human Resources Processing
• Records Management Projects
• Administrative Support

Languages

English