Background and Purpose of assignment:

1. Support the implementation of a full range of services in the Management services portfolio (Administration), in the WFP Regional Bureau based in Cairo, including timely procurement of goods and services to ensure cost efficiency and client satisfaction.
2. Assist with the preparation of Management Services components of WFP’s Country Strategic Planning (CSP) and Resource Planning aligned with the country and wider WFP’s strategies and policies to facilitate efficient and effective service delivery.
3. Support preparation of annual plans and implementation of policies, procedures, processes, standards, and systems to support WFP’s strategic objectives.
4. Perform all tasks in adherence to WFP rules and regulations.

Roles and Responsibilities (within Delegated Authority):

• Contribute to the Regional Bureau Annual Performance Plan (APP), by supporting the development of Administration unit workplan and implementation of policies, systems and procedures to support WFP strategic objectives.
• Assist in the identification of resources aimed at achieving efficiency, cost-effectiveness, and timeliness of service provision.
• Participate in the preparation of Management Services annual budgetary plans and the identification of potential vendors and local suppliers to enable WFP maximize value for money, of goods and services delivered through Micro Purchase Orders (MPOs). Develop and maintain a database of local vendors.
• Work in close collaboration with cross-functional units to implement Management Services procurement activities in accordance with a Procurement plan or whenever the need arises. Prepare accurate and timely reports for ongoing procurement activities, including non-food items stock control reports. Promote a culture of environmental sustainability through sustainable Procurement efforts.
• Manage/Oversee the existing budgetary resources in the area of responsibility (e.g. Travel Management, Protocol Services, Fleet Management, Vendor Management and Courier Services), assist in the identification of new requirements aimed at efficiency, cost- effectiveness and timeliness of service delivery.
• Maintain working relationships with WFP’s stakeholders, other UN agencies and Government entities ensuring relevant exchange of data and identifying areas of potential improved alignment of operations and cooperation.
• Support the implementation of WFP official systems in the office e.g. WeTravel, Fleet Management System (FMS), Global Service Management Tool (GSMT) etc, draft correspondences and internal procedural directives relating to administrative matters and ensure WFP’s administrative resources are fully and properly accounted for and that internal control systems are adequate and functioning.
• Utilize digital tools and applications to their fullest potential collaborating with technical experts to effectively adopt innovative technologies, thereby enhancing operational workflows and customer service.
• Facilitate the compliance of services provided (Travel, Fleet and Protocol Management); with the corporate Occupational Safety and Health policy. Ensure proper management of staff travel and light vehicle fleet by verifying expenditure allotment for proper accountability of fund allocation.
• Maintain an adequate and competent fleet; ensure reconciliation of accounts for fuel replenishment, vehicle maintenance and service; and administer contractual agreements with fuel and garage companies through reconciliation of accounts with Finance unit.
• Collate data and prepare basic analysis to support efficient planning and decision-making.
• Support field missions by documenting issues/gaps and proposing solutions in the relevant services or areas of responsibility.
• Adapt and update administrative procedures, support the implementation of Standard Operating Procedures (SOPs) to contribute to the continuous improvement of administration services in the area of responsibility.
• Follow standard emergency preparedness and response practices to support WFP to quickly deploy the needed resources to affected areas.
• 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.
• Supervise staff under areas of responsibility and perform any other duties as required by Management.