Management Services Consultant - Travel And Facilities Management (CST - 1)

Consultant For Haiti Country Office

The Haiti Country Office (CO) is facing significant operational challenges, particularly within the Management Services Unit (MSU), as it navigates an increasingly complex administrative environment. A recent internal review has underscored the need for a strengthened operational and administrative framework to better support the country office's activities, ensuring that resources are managed and deployed with maximum efficiency. Given the urgency of improving administrative and operational systems, the MSU proposes the recruitment of a consultant with specialized expertise to address these pressing issues in a single-source modality. The incumbent will focus on assessing the current processes Travel and Facilities and Guesthouse management within the MSU, identifying gaps, and implementing necessary reforms to optimize the unit's functionality and to implement the corporate efficiency measures. This role is critical to ensure that the administrative backbone of the CO supports the broader humanitarian mission, enabling smooth and effective operations. In addition, the incumbent will also provide on-the-ground support, particularly in light of challenges with both domestic and international travel, including support during evacuation and relocation.

The consultant will:

1. Coordinate administrative and technical support within the Management Services portfolio to ensure efficient and high-quality service delivery, especially in the following pillars: Travel management, Guesthouses management, and UN Engagement/OMT (Management Services focus area).
2. Prepare performance reports/dashboard including trend and analysis supported by corrective actions for gaps noted and further provide input to the MSU newsletters for assigned MSU pillars i.e. Travel and Guesthouses management.
3. Provide support for domestic and international travel for the staff, including support to security-related relocations and evacuations.
4. Contribute to guesthouse' management, which is crucial considering the security situation with the increase in guesthouses in all field locations in Haiti.
5. Contribute to the enhancement of field offices in the focus areas of Travel management, Guesthouses management, as field offices will be an integral part of the overall relocation plan including Cap Haitien which is also a transit location for all staff traveling outside the Country.
6. Monitor resource needs within the designated area of responsibility and assist in identifying new requirements to enhance operational efficiency and cost-effectiveness of services.
7. Collate and analyze data and prepare and/or consolidate reports to contribute to decision-making and efficient management of resources.
8. Monitor and process actions related to procurement, finance, human resources, and other relevant areas, ensuring data is accurately and timely recorded and processed in corporate systems.
9. Review and recommend improvements to procedures to contribute to continuous enhancement of services provided.
10. Provide timely and accurate resolutions to complex queries to ensure efficient delivery of services.
11. Utilize digital tools and technology applications to improve working practices and customer service and effectively adopt new technologies that are introduced at the workplace.
12. Liaise with other functions and third-party contractors to enable efficient delivery service.
13. Provide training and guidance to staff to improve understanding of Management Services regulations, policies, procedures, processes, standards, and systems.
14. Contributing to emergency preparedness and response by allocating resources, offering analytics, and providing services.
15. Others as required.

Qualifications and experience required:

• Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration, or First University degree with additional years of related work experience and/or training/courses.
• Demonstrating a sound understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems.
• Experience in collating data and preparing reports pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas.
• Experience in coordinating the work of others and providing guidance and training.
• Experience working with teams across different functional areas.

Language: International Professional: Fluency (Level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or Portuguese. Knowledge of French would be an asset.