JOB TITLE: Management Services Officer

TYPE OF CONTRACT/GRADE: Special Service Agreement / SSA8

UNIT/DIVISION: Management Services

DURATION: 3 months

DUTY STATION: Amman, Jordan

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

To provide support to the delivery of high quality, client-focused, and value for money services pertaining to the Management Services portfolio that enable WFP to deliver food assistance to beneficiaries, in line with WFP s strategy. The Administration Officer will lead and coordinate all logistical, administrative, and operational aspects of the relocation process, including planning, execution, and closure (vacating) of the current office.

ACCOUNTABILITIES/RESPONSIBILITIES:

1. Assist with the preparation of Management Services components of WFP s Country Strategic Planning (CSP) and Resource Planning aligned with country and wider WFP s strategies and policies to facilitate efficient and effective service delivery.

2. Develop and coordinate a comprehensive office relocation plan, including timelines, milestones, and responsibilities; support the needs assessment for the new office (space, furniture, utilities, etc.)

3. Develop and closely work with the HQ facilities on the business case, cost benefit analysis, accessibility assessment of the new office.

4. Oversee the complete setup of the new office by managing the installation of furniture, fixtures, and equipment; ensuring all utilities are fully functional; coordinating workspace allocation and office layout implementation; and ensuring compliance with health, safety, and accessibility requirements.

5. Ensure compliance with lease obligations by overseeing repairs and restoration of the premises and coordinating final inspection with the landlord/building management.

6. Coordinate with the Head of Unit and senior management on relocation strategy, budget, and approvals;

7. Collate data and prepare basic analysis to support efficient planning and decision-making.

8. Assist in the identification of requirements pertaining to resources aiming at efficiency, cost-effectiveness, and timeliness of operations and services.

9. Maintain working relationships with WFP s internal and external stakeholders, other UN agencies and government entities ensuring relevant exchange of data and identifying areas of potential improved alignment of operations and cooperation.

10. Provide suggestions for improvements to services and facilities related to Occupational Safety and Health (OSH).

11. Support a culture of environmental sustainability by role modelling actions that drive sustainability in all activities.

12. Support the organisation and design of learning initiatives to build capacity of WFP staff and partners to improve their understanding of Management Services regulations, policies, procedures, processes, standards, and systems.

13. Carry out other MS duties as assigned

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education: 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.

Experience: At least one (1) year of postgraduate professional experience with an Advanced University degree or First University degree with a minimum three (3) years of postgraduate professional experience.

Knowledge & Skills: Has some experience and/or training in at least one Management Services line of business (for example management of assets, facilities, fleet, travel, or other). Has experience in deriving insights and conclusions from data, trends, and performance metrics.

Languages: Fluency in both oral and written communication in English and Arabic

Desired Candidate Profile

• 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.
• At least one (1) year of postgraduate professional experience with an Advanced University degree or First University degree with a minimum three (3) years of postgraduate professional experience.
• Has some experience and/or training in at least one Management Services line of business (for example management of assets, facilities, fleet, travel, or other).
• Has experience in deriving insights and conclusions from data, trends, and performance metrics.
• Fluency in both oral and written communication in English and Arabic