Background and Purpose of the Assignment

World Food Programme (WFP) is the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build pathways toward peace, stability, and prosperity for communities affected by conflict, disasters, and climate change.

At WFP, people are at the center of everything we do. We strive to build diverse, committed, skilled, and high-performing teams operating in a healthy and inclusive work environment, guided by WFP’s core values:

• Integrity

• Collaboration

• Commitment

• Humanity

• Inclusion

Guinea-Bissau is a low-income country facing major development challenges, including:

• political instability;

• overreliance on cashew production;

• vulnerability to climate change;

• food insecurity and malnutrition affecting vulnerable populations.

To address these challenges, the Government launched the “Hora Tchiga” strategy focused on strengthening human capital through investments in:

• health;

• education;

• infrastructure.

WFP supports these national efforts through:

• emergency response;

• nutrition programmes;

• school feeding initiatives;

• support to smallholder farmers;

• institutional capacity building;

• social protection systems.

The 2023–2027 WFP Country Strategic Plan for Guinea-Bissau is structured around four strategic outcomes:

1. Ensure food and nutrition needs are met during and after crises;

2. Improve diets and access to essential services for vulnerable groups;

3. Build resilience in rural communities, particularly for women and youth;

4. Strengthen national social protection systems.

All interventions integrate:

• gender-sensitive approaches;

• disability inclusion;

• nutrition-sensitive programming;

• climate adaptation measures.

WFP operates in the Autonomous Sector of Bissau and across all eight regions of Guinea-Bissau.

Position Overview

The Management Services Associate will be based in the WFP Guinea-Bissau Country Office and report directly to the Finance and Administration Officer.

The incumbent will coordinate and deliver client-focused and cost-effective services across multiple operational areas, including:

• premises management;

• fleet operations;

• asset management;

• customs services;

• fuel and consumables management;

• supplier and service provider coordination.

The role requires initiative, sound judgment, and the ability to work independently while collaborating effectively across functions.

Job Purpose

To provide specialized support and coordinate the delivery of high-quality services across the Management Services portfolio, contributing to:

• operational efficiency;

• compliance;

• continuous improvement.

Key Responsibilities

Premises Management

• Oversee daily operations and maintenance of the WFP-rented facility in Bissau hosting UN agencies;

• Coordinate tenancy agreements, space allocation, and service delivery;

• Liaise with hosted agencies and service providers to resolve operational issues;

• Monitor service contracts, utilities, and maintenance schedules.

Fleet Management

• Manage WFP vehicle fleet operations;

• Supervise vehicle scheduling, maintenance, fuel consumption, and drivers;

• Ensure accurate vehicle usage records and compliance with fleet policies;

• Coordinate vehicle procurement and disposal.

Asset Management

• Maintain inventory records of WFP assets;

• Ensure asset tagging, tracking, and disposal procedures;

• Conduct regular physical verification and reconcile discrepancies;

• Support asset reporting and transactions.

Customs Services

• Coordinate customs clearance processes for WFP shipments;

• Liaise with customs authorities and logistics partners.

Fuel and Consumables Management

• Monitor fuel stock levels and coordinate replenishment;

• Manage inventories of office and operational consumables.

Supplier and Service Provider Management

• Support supplier selection and onboarding processes;

• Monitor contractor and service provider performance;

• Process payments and ensure timely settlement of invoices;

• Maintain records of contracts and agreements.

General Administrative and Technical Support

• Coordinate administrative and technical support services;

• Monitor operational resource needs;

• Compile and analyse data for reporting purposes;

• Process procurement, finance, and HR-related actions within corporate systems;

• Recommend procedural improvements;

• Resolve complex operational queries;

• Use digital tools and adopt new technologies;

• Participate in inter-agency initiatives under UN Reform;

• Liaise with internal units and third-party contractors;

• Provide support and guidance to junior staff;

• Deliver training on Management Services policies and systems;

• Contribute to emergency preparedness and response activities;

• Serve as alternate travel focal point;

• Perform any other related duties as assigned.

Qualifications and Experience Required

Education

• Post-secondary certificate in a related functional area with additional relevant work experience;

OR

• First university degree in:

• Administration;

• Business Administration;

• Logistics;

• or related fields.

Advantage

• Master’s degree in a relevant discipline.

Experience

• Minimum of five (5) to seven (7) years of progressively responsible experience in:

• administration;

• logistics;

• facilities management;

• or related operational functions.

Desirable

• Experience within the United Nations system or other international organizations.

Languages

• Fluency in:

• Portuguese;

• English;

• or French (Level C).

Skills and Competencies

• Strong organizational and coordination skills;

• Proficiency in:

• Postuler