Overview
To perform a range of Administration tasks 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
- 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, and other relevant areas.
- Manage and maintain physical and digital records.
- Be the first point of contact for internal queries for management services and administration issues.
- Provide inputs and suggest improvements to procedures and practices.
- Utilise digital tools and technology applications to improve working practices and customer service.
- Provide administrative support for the preparation of inter-agency initiatives.
- Liaise with other functions and third-party contractors.
- Organise disposal exercises and serve as the secretary of the Local Property Survey Board.
- Implement guidance issued by the Regional Bureau and Headquarters.
- Fleet management, including asset management of fleet and service, maintenance and insurance arrangement for all vehicles.
- Maintaining accurate driver and vehicle lists at all times.
- Provide guidance to the senior driver in vehicle planning.
- Maintain vehicle data using WFP corporate systems.
- Perform other related duties as required.
Required Experience
- Minimum of five (5) years of progressively responsible experience in management services or administrative support.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Prior experience in application of with SAP System and other corporate software for managing assets, and administrative functions is a strong asset.
- Strong attention to detail and ability to organize documentation systematically.
- Professional, client-oriented, tactful and committed to continuous learning.
- Experience working with international humanitarian organizations, NGOs, or government institutions in a multicultural setting is an advantage.
- Has a good understanding of Administration principles and their application.
- 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 and good communication skills.
- Ability to conduct basic analyses to generate periodic reports and make recommendations for further actions.
- Ability to build relationships with a variety of individuals across functions and outside WFP.
- Ability to work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.
Qualifications
Secondary education with specialized certification in office management, business communication, project coordination, operations support or supplemented by training in personnel or general administration work. Bachelor’s degree in business administration, or closely related field is desirable.
