Management Services Assistant

The Management Services Assistant supports the effective day-to-day delivery of specialised, client-focused, and value-for-money services within the Management Services portfolio. The role includes travel coordination, office administration, and providing advice and guidance to junior staff.

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 supervisor
• Serve as a main Travel focal point for routine staff travel queries, providing guidance on travel procedures and requirements and supporting awareness or induction sessions, when required
• Make travel arrangements in line with WFP administrative rules and procedures (tickets booking, visa support and visa arrangements, hotel booking, vehicle booking, communicating with other units on the travel plans, close collaboration with Travel Agency and other travel related issues)
• Inputs, maintains, extracts travel records in the organization’s travel system and ensures its correctness and accuracy
• Liaises with relevant MFA departments and other state entities to obtain relevant clearances, accreditation, visa, permissions etc. in relation to KGCO staff
• Responsible for small office purchases and acting as an MPO (micro purchase order) focal point of KGCO, if nominated by the Country Director
• Responsible for office supplies, stationery including procurement, maintenance and distribution of supplies as required by staff and office
• Provides support to the office with logistical arrangements related to training/workshops/conferences etc., if required
• Handles office cargo shipments, mailing services
• Backstops the Administrative Associate/Assistant during his/her absence
• Other as required tasks and assigned by the supervisor

Requirements

• At least five years of progressively responsible support work experience in general administrative work
• Completion of secondary school education
• A post-secondary certificate in the related functional area is desirable
• Fluency in both oral and written communication in English and Russian
• Knowledge of Kyrgyz considered an asset
• Demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems
• Experience in collating data and preparing basic analysis pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas
• Experience supporting staff by providing advice and guidance
• Experience working with teams across different functional areas

Skills

• General Administrative Work
• Management Services Regulations
• Asset Management
• Facilities Management
• Fleet Management Operations
• Travel Coordination
• Data Collation
• Basic Data Analysis
• Staff Support
• Client-focused Service Delivery
• Office Management
• Policy and Procedure Knowledge
• Cross-functional Teamwork
• Written Communication
• Oral Communication
• English Fluency
• Russian Fluency

Languages

English, Russian, Kyrgyz