Management Services Assistant Role Available

THE ROLE

To support the effective day-to-day delivery of specialised, client-focused, and value-for-money services pertaining to the Management Services portfolio.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

• Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
• Collaborate with internal and external stakeholders to ensure asset related queries, issues and tasks are addressed in a timely manner and cross-cutting issues are brought Maintain the office inventory database (Global Equipment Management system, GEMS) and ensure that all equipment are labelled and recorded in GEMS with all necessary and accurate information according to the WFP rules and regulations.
• Monitor the movement of office equipment and maintain records accordingly.
• Maintain data integrity in the database, control programme, analyse results and initiate corrective actions when necessary.
• Report lost damaged or unserviceable property and organize documents to be presented to the Local Property Survey Board (LPSB) and draft the minutes with report on its implementation.
• Ensure that all asset is used with care and for the purpose intended, providing management with information on status of the same.
• Assist on management of Admin NFIs by producing the monthly report and monitoring its consumption.
• Assist the programme and other units with administrative requirements for asset transfer
• Alternate with other administration staff as required by the Head of Administration.
• Promote a culture of environmental sustainability throughout WFP by performing environmental management of recycling materials.
• Manage insurance coverage for all WFP assets.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: 5 years of related job experience.

Desired experience for entry into the role:

• 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.

Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): 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 Required:

• Any / Field
• Sales / Marketing / Business / Management
• Social / Science / Project / Management / Development