Management Service Assistant

ORGANISATIONAL CONTEXT:

The Job holders reports to a Management Services Officer / Associate, in Management Services Unit. 

At this level job holders are expected to take responsibility for completion of a range of tasks and activities requiring some interpretation of standard guidelines/practices. Job holders are expected to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE:

To support the effective day-to-day delivery of specialized, client-focused, services pertaining to the Management Services portfolio.  The Management Services Assistant plays a crucial role in ensuring that staff, partners can travel efficiently and safely to various locations, often in challenging environments.

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

1. Booking Accommodation and Transportation: Coordinating and booking flights, accommodations, and transportation for staff often in remote or conflict-affected areas.

2. Visa and Documentation: Assisting with visa applications, travel permits, and other necessary travel documentation, ensuring compliance with international and local regulations.

3. Itinerary Management: Preparing detailed travel itineraries, including flight details, accommodation information, and local contacts.

4. Communication: Acting as the main point of contact for travelers, providing them with pre-departure briefings and keeping them informed of any changes or updates to their travel plans.

5. Emergency Support: Offering support during emergencies, such as rebooking flights, finding alternative accommodations, or coordinating evacuation procedures if needed.

6. Coordination with Country and Field Offices: Liaising with country field offices to ensure that local logistics (e.g., transportation, accommodations) are in place and aligned with the travel plans.

7.Coordination with Access Support Unit and all parties involve in the travelling between different places.

8. Health Requirements: Ensuring travelers meet health requirements and provide medical clearance to the Human Resources Unit prior to traveling.

9. Wellness focal point for the Management Services Unit.

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

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

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

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

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

15. Pre-Departure Briefings: Providing and keep updated information package and any other relevant information to prepare travelers for their destinations. 16. Security Coordination: Ensuring that all travel plans align with the organization’s security protocols and liaising with security teams to monitor conditions in travel destinations.

جميع الحقوق محفوظة لموقع جوبس.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: Completion of secondary school education.

Completion of BA degree in Business Administration or in any other related functional area is desirable.

Experience: Five or more years of progressively responsible work experience in the relevant business stream with experience in general administrative work, protocol and travel.

Language:  Fluency in both oral and written communication in English and Arabic.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

1. Requires strong organizational skills, attention to detail, the ability to handle stress, and a deep understanding of the unique challenges involved in traveling in complex operations.

2. Has demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems. 

3. 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. 

4. Has supported staff by providing advice and guidance.

5. Has experience working with teams across different functional areas.

Note: All candidates will be requested to fill out their application completely and correctly: to provide full and correct years of experience and obtained educational degree/s in Workday platform in addition to attach your updated CV.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at [email protected] in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

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.