Management Services Associate – World Food Program – Other locations

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Under the direct supervision of the Management Services (Administration) and Finance Officer at the assigned duty station and the technical guidance of the Management Services team in Kyiv the Management Services Associate will be responsible for:

1. Monitor resource requirements in area of responsibility (creation of small value Micro Purchase Orders (MPOs) below $5000, Travel, events management etc.) and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.

2. Responsible for provision of services such as travel, events management and MPOs, initiating requests for quotations for small value micro purchase orders a related, etc., act as alternative for activities related to fleet, asset and facilities management and reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.

3.Support the production of various data and prepare reports in order to contribute to the provision of accurate information for informed decision-making as well as support the effective and timely management of WFP resources.

4.Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.

5.Review and recommend improvements to Management Services processes, supporting the implementation and adherence of standard operating procedures for continuous improvement of services in area of responsibility.

6.Respond to a range of queries related to the provision of management services to support the resolution of daily issues.

7.Coordinate the team and unit activities including those reporting directly to you to ensure.individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.

8.Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

9.Contribute to annual organizational plans, budget preparation and procurement plans according to WFP financial and procurement procedures and policy.

10. Contribute to the preparation of inter-agency initiatives such as common premises and shuttle service as part of UN Reform to support achievement of cost savings and enhancement of service quality.

11. Liaise with other functions and third-party contractors, in consultation with supervisor in order to enable efficient service delivery.

12. Act as the travel focal point of the office, initiate and complete arrangements for transport and accommodation including preparing travel authorizations and reserving hotels.

13. Provide administrative support to conferences, workshops, retreats.

14. Utilise digital tools and technology applications to improve working practices and customer service, and effectively adopt new technologies that are introduced at the workplace.

15. Maintain, manage office stationery supplies, and distribute stationeries according to staff requests through Global Management Service tool.

16.Maintenance of records on assets management, preparation of reports and carry out annual physical count and reporting of assets.

17.Maintain and safekeep data, files, fling system, confidential materials, and records of activities associated with the areas of responsibility.

18.Perform other related duties as assigned by immediate supervisor.

Job Details

Preferred Candidate