Management Services Officer - NOA

The Management Services Officer provides support to deliver high quality, client-focused, and cost-effective management services for the United Nations Office and Accommodation facility in Benghazi, Libya. The role ensures compliance with WFP standards and supports administrative, logistical, and facility management functions to enable effective humanitarian assistance delivery.

Responsibilities

• Manage the day-to-day operation of WFP accommodation facilities in Benghazi and ensure compliance with WFP Accommodation Standards and related directives.
• Serve as the Accommodation Focal Point for the duty station, utilizing the Corporate Accommodation Digital Office for accommodation booking, occupancy management, invoicing, maintenance tracking, reporting, revenue and expense management, and training activities.
• Ensure that all accommodation requests received by telephone, email, or other means are processed in accordance with corporate procedures and redirected through the Humanitarian Booking Hub when required.
• Monitor accommodation occupancy levels, maintain accurate records, and ensure comprehensive and up-to-date accommodation information is available within corporate systems.
• Coordinate routine maintenance activities, identify infrastructure deficiencies, and propose extraordinary maintenance and upgrade requirements to ensure accommodation facilities meet WFP standards.
• Conduct annual accommodation quality assessments using the corporate Accommodation Quality Checklist and prepare Quality Reports to monitor compliance with WFP Accommodation Standards.
• Develop and monitor maintenance and improvement plans based on accommodation quality assessments and operational requirements.
• Generate and analyze monthly, quarterly, and annual accommodation performance reports using data from the Corporate Accommodation Digital Office and provide recommendations for service improvements.
• Authorize reasonable accommodation adjustments requested by occupants, ensuring fairness, operational feasibility, and compliance with applicable standards.
• Ensure proper handover of accommodation management responsibilities, records, and digital systems to designated alternates during temporary absences or permanent transitions.
• Verify resource requirements for WFP facilities, residential compounds, office premises, guesthouses, assets, and light vehicle fleet, and provide recommendations to improve operational efficiency and cost-effectiveness.
• Support the management of administrative services including facilities management, travel arrangements, protocol services, transportation, fleet management, accommodation services, and office support functions.
• Coordinate logistical and administrative support for official visitors, missions, consultants, and staff, including accommodation, transportation, travel arrangements, and protocol requirements.
• Monitor the delivery of contracted services such as cleaning, maintenance, facility management, and other support services, ensuring quality standards and contractual obligations are met.
• Maintain accurate inventories of office assets, accommodation assets, equipment, furniture, and supplies, ensuring periodic verification and timely updates of records.
• Support procurement, finance, human resources, and administrative processes, including preparation and monitoring of contracts, purchase requisitions, service requests, and vendor performance management.
• Liaise with internal stakeholders, service providers, contractors, government counterparts, and other partners to facilitate smooth delivery of administrative and management services.
• Collect, compile, analyze, and maintain operational and administrative data, and prepare reports, presentations, and briefing materials to support informed decision-making.
• Identify opportunities to improve administrative systems, workflow efficiency, cost-effectiveness, and service delivery standards, and support implementation of revised procedures and best practices.
• Provide guidance and respond to queries on administrative, accommodation, facilities, travel, and asset management matters to support the timely resolution of operational issues.
• Ensure timely availability of office equipment, furniture, stationery, utilities, and other operational support requirements necessary for continuous hub operations.
• Supervise and provide technical guidance to service providers, contractors, and support personnel, ensuring efficient delivery of services and compliance with WFP regulations and standards.
• Support emergency preparedness and operational surge requirements by ensuring administrative, accommodation, and logistical arrangements are in place to facilitate uninterrupted operations.
• Perform any other related duties as required by the supervisor to support effective management of the Benghazi Hub and associated operational activities.

Requirements

• Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with at least five years of related work experience.
• Substantive training/courses in related field will be an advantage.
• At least five years of relevant work experience in administration services, facility management or related service provision.
• Experience in management services in UN and NGO setting will be an advantage.
• Experience in deriving insights and conclusions from data, trends, and performance metrics.
• Fluency (level C) in English and Arabic languages is a must.

Skills

• Office Management
• Administrative Services
• Facilities Management
• Management Services
• Data Analysis
• Performance Metrics
• Client-focused Service Delivery
• Cost-effective Management
• UN Management Experience
• NGO Management Experience
• Business Administration
• Public Administration
• Procurement
• Supply Chain Management

Languages

English, Arabic