Management Services SC G

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of extreme weather shocks.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

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WHY JOIN WFP?

• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

JOB TITLE: Management Services Assistant

TYPE OF CONTRACT/LEVEL: SC-5

UNIT/DIVISION: Finance/Management Services Unit

DUTY STATION (City, Country): Bishkek, Kyrgyzstan

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

Supervision received: The Management Services Assistant (Travel Focal Point) is directly supervised by the Administrative Assistant and under the general supervision of Finance and Administration Officer.

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

1. Perform tasks and activities within Management Services portfolio to support efficient and high-quality service delivery.

2. Collate data and prepare basic analysis to assist with the creation of reports to contribute to efficient management of resources.

3. 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.

4. Manage and maintain physical and digital records in accordance with established procedures to ensure swift and easy data access as required.

5. Be the first point of contact for internal queries, providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.

6. Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.

7. Utilise digital tools and technology applications to improve working practices and customer service.

8. Provide administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.

9. Liaise with other functions and third-party contractors to enable efficient service delivery.

10. Provide advice and guidance to junior staff in performing their duties.

11. Perform emergency preparedness and response tasks following the guidance provided by supervisor.

OTHER POST REQUIREMENTS (details to be determined by Post Managers):

Travel, protocol, visa

1. 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.

2. 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).

3. Inputs, maintains, extracts travel records in the organization’s travel system and ensures its correctness and accuracy.

4. Liaises with relevant MFA departments and other state entities to obtain relevant clearances, accreditation, visa, permissions etc. in relation to KGCO staff.

Office admin duties

5. Responsible for small office purchases and acting as an MPO (micro purchase order) focal point of KGCO, if nominated by the Country Director;

6. Responsible for office supplies, stationery including procurement, maintenance and distribution of supplies as required by staff and office;

7. Provides support to the office with logistical arrangements related to training/workshops/conferences etc., if required.

8. Handles office cargo shipments, mailing services.

9. Backstops the Administrative Associate/Assistant during his/her absence

10. Other as required tasks and assigned by the supervisor.

DESIRED EXPERIENCES 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.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Experience: At least five years of progressively responsible support work experience in general administrative work

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

Language: Fluency in both oral and written communication in English and Russian, knowledge of Kyrgyz considered an asset.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.