Management Services Associate (ssa6)

Management Services Associate

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.

This position is located in the WFP Guinea-Bissau Country Office. The Management Services Associate will report to the Finance and Administration Officer and is responsible for coordinating and delivering client-focused, cost-effective services in the areas of premises management, fleet operations, asset management, customs services, fuel and consumables management, and supplier/service provider coordination. The incumbent is expected to demonstrate initiative, sound judgment, and the ability to work independently and collaboratively across functions. To provide specialized support and coordinate the delivery of high-quality services across the Management Services portfolio, contributing to operational efficiency, compliance, and continuous improvement.

Accountabilities/Responsibilities:

• Premises Management • Oversee the daily operations and maintenance of the WFP-rented facility in Bissau, which hosts other UN agencies. • Coordinate tenancy agreements, space allocation, and service provision. • Liaise with hosted agencies and service providers to resolve operational issues. • Monitor service contracts, utilities, and maintenance schedules.
• Fleet Management • Manage WFP's vehicle fleet, including scheduling, maintenance, fuel consumption, and driver supervision. • Ensure accurate vehicle usage logs and compliance with fleet policies. • Coordinate procurement and disposal of vehicles.
• Asset Management • Maintain inventory of WFP assets, ensuring tagging, tracking, and disposal. • Conduct regular physical verification and reconcile discrepancies. • Support asset-related transactions and reporting.
• Customs Services • Coordinate customs clearance for WFP shipments. • Liaise with customs authorities and logistics partners.
• Fuel and Consumables Management • Monitor fuel stock levels and ensure timely replenishment. • Manage inventory of office and operational consumables.
• Supplier and Service Provider Management • Support selection, onboarding, and performance monitoring. • Process payments and ensure timely invoice settlement. • Maintain records of contracts and service agreements.
• General Administrative and Technical Support • Coordinate administrative and technical support to ensure efficient and high-quality service delivery. • Monitor resource needs and assist in identifying new requirements. • Collate and analyse data to prepare and consolidate reports. • Monitor and process actions related to procurement, finance, HR, and other areas in corporate systems. • Review and recommend improvements to procedures. • Resolve complex queries efficiently. • Utilise digital tools and adopt new technologies. • Participate in inter-agency initiatives under UN Reform. • Liaise with other functions and third-party contractors. • Provide advice and support to junior staff. • Deliver training and guidance on Management Services policies and systems. • Contribute to emergency preparedness and response. • Act as travel focal point alternate • Perform any other task as required/requested

Qualifications & Experience Required:

• Experience: At least 5–7 years of progressively responsible experience in administration, logistics, or facilities management, ideally within the UN system or similar international organizations.
• Education: A post-secondary certificate in the related functional area with additional years of work experience. First university degree in administration, business administration, logistics, or related field. A master's degree in the same fields is an advantage.
• Languages required: Fluency in Portuguese, English or French (Level C).
• Knowledge & Skills: • Strong organizational and coordination skills • Proficiency in MS Office and ERP systems (e.g., WINGS/SAP) • Ability to work independently and manage multiple priorities • Excellent interpersonal and communication skills

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

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

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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.