Management Services Assistant SC5

The Management Services Assistant supports the effective delivery of specialized management services, ensuring quality and value for money within the management services portfolio. The role involves performing routine administrative tasks, data collection and analysis, record management, and providing first-line support to internal queries to facilitate efficient daily operations.

Responsibilities

• Perform tasks and activities within the management services portfolio to support effective and high-quality service delivery.
• Collect data and prepare basic analyses to contribute to effective resource management reporting.
• Handle routine actions related to procurement, finance, human resources and other relevant areas, contributing to timely and efficient data entry in organizational systems.
• Manage and maintain physical and digital records according to established procedures to ensure quick and easy access to data when needed.
• Serve as the first point of contact for internal queries, providing prompt and accurate responses to facilitate effective resolution of daily issues.
• Participate in and suggest improvements to procedures and practices to support continuous service improvement.
• Use digital tools and technological applications to enhance work practices and service to colleagues.
• Provide administrative support for inter-agency initiatives under the UN reform to achieve savings and improve service quality.
• Liaise with other functions and third-party contractors to enable effective service delivery.
• Provide advice and guidance to junior staff in the performance of their duties.
• Perform preparation and response tasks for emergency situations following supervisor guidance.

Requirements

• Have at least five (5) years of progressive experience in administration.
• Demonstrated understanding of WFP management services regulations, policies, procedures, processes, standards and systems.
• Experience in data collection and preparation of basic analyses related to management services portfolio such as asset management, facilities, fleet, travel or other similar areas.
• Experience providing advice and guidance to staff.
• Experience working with teams across different functional areas.
• Completed secondary education cycle. A post-secondary certificate in Administration is desirable.
• Excellent level of French. Knowledge of English is an advantage.

Skills

• Administration
• Management Services Regulations
• Policy Implementation
• Procedures and Processes
• Data Collection
• Basic Data Analysis
• Asset Management
• Facilities Management
• Fleet Management Operations
• Travel Management
• Staff advisory support
• Cross-Functional Collaboration
• Record Management
• First-line Support

Languages

French, English