Management Services Assistant

3 giorni fa

Brindisi, Italia World Food Programme A tempo pieno

DEADLINE FOR APPLICATIONS
22 November 2024-23:59-GMT+01:00 Central European Time (Rome)
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:
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).
Please note that this vacancy announcement is being issued internally and externally.
- ORGANIZATIONAL CONTEXT Global hunger has reached alarming levels in 2022, and WFP, the Nobel Peace Prize winner in 2020, remains dedicated and committed to address this global food crisis.
The United Nations Humanitarian Response Depot (UNHRD) is a network of strategically located hubs established to support humanitarian organizations and the broader international community in responding to emergencies and crises.
UNHRD provides essential services such as storage, easy access to critical supplies, and technical assistance.
The position holder will work under the supervision of the UNHRD Brindisi Head of Management Services.
THE ROLE
To support the head of Management Services in managing travel within the Brindisi hub and at Network level, coordinating the effective provision of services and maintaining high standards of accuracy and compliance in all administrative activities.
KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
1.
Perform tasks and activities within administrative 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 administrative areas (travel, protocol, Fleet management service), 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 UNHRD internal queries on travel and protocol, 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.
Liaise with other functions and third-party contractors to enable efficient service delivery.
8.
Provide guidance to colleagues in starting travel document in the corporate system.
9.
Any other duties required.
QUALIFICATIONS AND EXPERIENCE:
Education: Completion of secondary school education.
A post-secondary certificate in the related functional area is desirable.
Experience: A minimum of five years of progressively responsible work experience in the relevant business stream, including experience in general administrative work.
Experience with humanitarian organizations is desirable.
Knowledge and Skills:
Essentials:
- Has demonstrated understanding of administrative regulations, policies, procedures, processes, standards, and systems.- Has experience in collating data and preparing basic analysis pertaining to Administration portfolio such as management of travel, protocol or similar areas.- Has supported staff by providing advice and guidance.- Has experience working with teams across different functional areas.- Stays focused and calm when under pressure and continue to deliver quality work.- Adapts readily to change adjusting work as needed.- Focused on meeting the needs of clients and providing high-quality services.
Uses initiative and sound judgment to address and resolve issues.- Collaborates effectively and respectfully with colleagues of the same and different units from diverse background/nationality/ages and belief to achieve organi

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