Management Services Assistant

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 climate change.

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.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

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).

BACKGROUND:

The position will be based in the Pacific Multi-Country Office (MCO) in Fiji and report to the Head of Unit, Chief, Management Services Officer, or designated supervisor. The role has a primary focus on the full cycle of USG award implementation across the Pacific MCO portfolio, supporting multi-country operations. The position would require a high degree of responsibility and initiative in order to respond independently to queries and apply expertise to develop and improve systems and processes supporting USG-funded programmes, ensuring compliance with both WFP corporate systems for grant management and administration and donor requirements.

The Management Services Assistant lead and coordinate the delivery of a full range of specialized, client-focused, and value-for-money management services in support of USG award implementation, ensuring efficient, compliant, and integrated service delivery across the Pacific MCO. The role requires strong experience and knowledge of WFP systems for grant management and administration (essential), as well as experience working on US-funded grants (desired).

Job Title: Management Services Assistant

Type of Contract: Service Contract

Grade: SC5

Duration: 12 months

Duty Station: Suva, Fiji

ACCOUNTABILITIES/RESPONSIBILITIES:

Under the direct supervision of the relevant manager in the Project Management Cell /Country Office, and in close coordination with Supply Chain, Finance, Administration, and technical units, the Management Services Assistant will support the timely and compliant implementation of management services actions.

KEY RESPONSIBILITIES:
• Verify resource requirements across the area of responsibility (e.g., mainly TRAVEL, WFP facilities, assets, light vehicle fleet), and support the identification of additional needs to ensure efficient and cost-effective implementation of USG-funded programmes.
• Oversee and support the delivery of services such as facilities management, travel, protocol, and fleet management in support of USG award operations, ensuring discrepancies are promptly reported and services are delivered consistently to maintain a safe and functional working environment for staff.
• Support the compilation and analysis of operational data and prepare reports to contribute to accurate decision-making and to meet internal and USG donor reporting requirements.
• Contribute to the planning, monitoring, and processing of administrative actions related to procurement, finance, human resources, and contracts with external vendors, ensuring all activities supporting USG awards are accurately recorded, compliant with donor requirements, and processed in WFP corporate systems (e.g., WINGS, SAP).
• Review, adapt, and update administrative processes and support the implementation of standard operating procedures to enhance efficiency, compliance, and service delivery in line with USG grant requirements and audit expectations.
• Respond to a range of queries related to administrative and management services, including those linked to USG programme implementation, to facilitate timely resolution of operational issues.
• Coordinate and supervise a team of staff supporting administrative and management services for USG-funded operations, ensuring delivery meets performance objectives and complies with WFP policies and donor regulations.
• Provide training and guidance to staff on administrative procedures, policies, systems, and USG compliance requirements, ensuring consistency, accuracy, and efficiency across service delivery.
• Support basic finance-related transactions and provide backup assistance to the finance unit as required, particularly in relation to USG-funded activities and financial processes.

Education: Completion of secondary school education. A post-secondary certificate or a first university degree in Procurement, Supply Chain Management, Business Administration, Logistics, Public Administration, with additional years of relevant experience is an advantage.

Experience: At least 5 years' experience in Management Services and Resource Management.

Skills:

•  Business Support Services & Reporting: Ability to identify operational needs and deliver client-focused solutions, supported by strong analytical and reporting skills.
•  Internal Controls & Risk Management: Applies risk management principles and ensures compliance with WFP and USG requirements.
•  Resource Management: Monitors and optimizes resource use across multi-country operations.
•  Specialized Knowledge in Administrative Services: Applies advanced knowledge in administrative services, systems, and procedures, including WFP grant management systems.
•  Customer Focus: Proactively delivers high-quality services, anticipates needs, and resolves issues effectively.
 

Languages:

Fluency (oral and written) in English is required.
Working knowledge of another UN language would be 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.