DEADLINE FOR APPLICATIONS3 July 2025-23:59-GMT+07:00 Western Indonesia Time (Jakarta)
WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
The World Food Programme is the worldโs 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: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.
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).
JOB TITLE: Management Service Assistant
TYPE OF CONTRACT: Fixed-Term
GRADE/ LEVEL: General Service/ Level 5
UNIT/DIVISION: Enabling Services
DUTY STATION: Jakarta, Indonesia
ORGANIZATIONAL CONTEXT
The position is based in the Indonesia Country Office. The incumbent will report to the Head of Enabling Service Unit. He/she will supervise Driver and provide advice and guidance in performing their duties. The incumbent is expected to take responsibility for completion of a range of tasks and activities under Enabling Services requiring some interpretation of standard guidelines/practices.
THE ROLETo deliver a wide range of business support processes and activities, facilitating effective service delivery to Management and all teams in the Indonesia Country office.
To support the effective day-to-day delivery of administrative services, client-focused, and value-for-money services pertaining to the Country Office.
KEY ACCOUNTABILITIES
Under the direct supervision of the Head of Enabling Services (ES), the incumbent will work closely with colleagues in the ES team and provide services in support of the WFP Indonesia Country Office, including programme and enabling services.
Business Support Services
- Ensure all protocol matters are managed in a timely and efficient manner, including vehicle registration, entry visas, stay permits, customs clearance, taxation, and any other relevant requirements. This includes close coordination with the State Secretariat Ministry, the Ministry of Foreign Affairs, Customs and the Tax Office.
- Provide support to the main asset focal point (ICT Associate) to conduct annual physical asset count and reconciliation.
- Arrange Local Property Survey Board (LPSB) meetings and coordinate with staff to ensure the most efficient use and management of country and suboffice assets and inventories.
- Manage the stationery stock, and related office supplies, ensuring all needed items are timely procured, stored and distributed as per procurement procedures. Assist with the day-to-day administration of contracts with external contractors, check contractors' invoices against the goods and services provided and process payments.
- As per policy report all activities untaken and maintain necessary documentation for contracts, services provided and other procurement actions.
- Function as alternate focal points for travel and vendor registration focal point as required.
- Receive and register all incoming invoices and payment requests related to regular admin services and in close coordination with the Finance unit.
Programme Event Management and Support
- Maintain an events calendar to coordinate Enabling services support across multiple events.
- Provide administrative support to the programme team for the implementation of all programmatic events, within and outside of Jakarta. This includes identifying the venue, arranging for an external translator when required, overseeing services provided at the venue, including catering, confirming IT equipment availability, and ensuring the provision of required stationery and supplies for events.
- Coordinate with the Travel Focal Point to ensure all travel arrangements are in place, required documentation is available, and payments for travel allowance and other fees are arranged (with third-party providers when necessary).
- Function as a backup travel focal point as required.
- As required be present on site for events to manage participant registration, coordination of participant payments (speakers' fees, transportation allowance).
MPO Focal Point:
- Function as the primary focal point for all programme-related Micro Purchase Orders and the backup MPO focal point for all non-programme MPOs, ensuring MPOs are issued in a timely and correct manner according to policies and procedures.
- Keep updated information and provide inputs into the quarterly MPO Assurance Statement as required by policy.
QUALIFICATIONS AND EXPERIENCE:Education: Completion of secondary school education. A post-secondary certificate(s). In the related functional area, training or courses in budget monitoring and forecasting, as well as financial and business planning, in accordance with Value for Money principles, are desirable.
Experience:- Minimum five (5) years of relevant working experience.
- Proficiency with Microsoft Application- good communication skills and ability to work effectively and correctly on multiple activities, simultaneously, at times with short deadlines.
Language: Fluency in both oral and written communication in the UN language in use at the duty station and Bahasa Indonesia.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
- Has demonstrated understanding of WFP Management Services regulations, policies, procedures, processes, standards, and systems.
- Has experience in collating data and preparing basic analysis pertaining to Management Services portfolio such as management of assets, facilities, fleet, travel, or similar areas.
- Has supported staff by providing advice and guidance.
- Has experience working with teams across different functional area
WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR:
Demonstrated functional competencies and standards of behaviour aligned with WFP core values and defined in the WFP LEADERSHIP FRAMEWORK
Leading by example with integrity,
Driving results and delivering on commitments,
Fostering inclusive and collaborative teamwork,
Applying strategic thinking,
Building and maintaining sustainable partnerships.
WFP LEADERSHIP FRAMEWORK
WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.
Click here to access WFP Leadership Framework
REASONABLE ACCOMMODATION
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
NO FEE DISCLAIMER
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION
We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).
Once your profile is completed, please apply, and submit your application.
Please make sure you upload your professional CV in the English language
Kindly note the only documents you will need to submit at this time are your CV and Cover Letter
Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time
Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application
Only shortlisted candidates will be notified
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.