Management Services Assistant G5

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 involves performing tasks related to procurement, finance, human resources, and other areas to ensure efficient service delivery and resource management.

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.
• 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.
• 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
• Policy Implementation
• Procedures Compliance
• Data Collation
• Basic Data Analysis
• Asset Management
• Facilities Management
• Fleet Management Operations
• Travel Management
• Client Support
• Advisory Services
• Cross-Functional Collaboration
• Procurement Support
• Finance Support
• Human Resources Support

Languages

English