Jobs at World Food Programme (WFP)

• Management Services is a core unit within the broader Enabling Services function. This unit is responsible for key roles including Facilities Management, General Administration, Field Administrative Support, Asset Management, Protocol, Travel Management, and Fleet Management.

THE ROLE

• To contribute to the planning and delivery of high-quality, client-focused, and cost-effective services within the Management Services portfolio, enabling WFP to deliver food assistance to beneficiaries in alignment with WFP’s Strategy. The Management Services Officer will lead the Management Services Unit, overseeing a team of more than 20 staff.

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority):

• Contribute to the preparation of Management Services components of WFP’s Country Strategic Planning (CSP) and Resource Planning aligned with country/Global HQ and wider WFP’s strategies and policies to facilitate efficient and effective service delivery.
• Contribute to the development of functional annual plans, recommend longer term improvements to policies, procedures, processes, standards, and systems to mitigate risks and ensure services provided support WFP’s strategic objectives.
• Perform functional analysis using data-driven approaches to contribute to the collection of relevant insights to support efficient planning and improved decision-making.
• Maintain partnerships with WFP’s internal and external stakeholders, other UN agencies and government entities to strive for efficiency and optimisation of cross-functional processes.
• Assess performance of existing resources and recommend new solutions aiming at efficiency, cost-effectiveness, and timeliness of operations and services.
• Support and monitor the execution of contracts to ensure value for money and optimal resource allocation and escalate any issues to more senior staff.
• Follow standard emergency preparedness and response practices to support WFP to quickly deploy the needed resources to affected areas.
• Identify gaps and provide suggestions for improvements to services and facilities related to Occupational Safety and Health (OSH).
• Support a culture of environmental sustainability by role modelling actions that drive sustainability in all activities.
• Utilise digital tools and applications to their fullest potential, collaborating with technical experts to effectively adopt and adapt innovative technologies, thereby enhancing operational workflows and customer service.
• Contribute to the preparation and implementation of UN-Reform related inter-agency initiatives to achieve cost savings and enhance service quality.
• Conduct field missions to support operations and identify gaps and propose solutions in the relevant services or products of responsibility.
• Guide and supervise staff within the unit, serving as a primary resource and assist them with more complex analysis and queries.
• Contribute to capacity building activities for WFP staff and partners to improve their understanding of Management Services regulations, policies, procedures, processes, standards, and systems.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: First University degree in Business/Public Administration, Management, Science, or other relevant field relating to office management and administration.

Experience:

• Minimum of 3 years in a managerial or supervisory role, with proven ability to lead teams, manage resources, and oversee operational functions effectively in related fields.
• At least 5 years of progressive experience in management services, covering one or more areas such as asset management, facilities management, fleet operations, travel administration, or other related functions.

Language: National Professional: Fluency (level C) in English language.

Desired experiences for entry into the role:

• Has experience working with teams across different functional areas.
• Has experience in working with data-related concepts and tools and leveraging data-driven insights for improved decision-making and business outcomes.
• Has demonstrated the ability to lead and supervise staff within area of expertise

go to method of application »

Job Purpose

• To implement timely, efficient and compliant contracting execution and financial verification processes for transportation and logistics services for South Africa/Durban corridor operations.

Key Accountabilities (not all-inclusive)

Contract Execution and Support to payment

• Ensure fair and transparent execution of contracts.
• Receive and clarify PO requirements from Durban hub team for port and corridor services.
• Create POs in WINGS/SAP for Durban hub services in line with WFP financial rules and guidelines, ensuring accuracy in vendor/contract application.
• Request and process Funds Reservations (FRs) for Durban hub services in coordination with RB and hub staff.
• Maintain records of Durban hub PO documentation, ensure its completeness and consistency, and share with Finance/CO focal points as required.
• Process vendor invoices in the corporate system and ensure IPSAS compliance in payment execution.
• Ensure accuracy and integrity of financial and commodity accounting data when validating invoices.
• Follow up on outstanding invoices with Finance, COs, and vendors to resolve queries.
• Maintain up-to-date invoice tracking reports and vendor statements.
• Support Logistics Officers as needed.
• Alternate Senior Logistics Associate for Contracting.

Reporting Compliance

• Support management by preparing reports on invoice age analysis, vendor account status, and outstanding obligations.
• Escalate issues with POs, Funds Reservations, or funding availability as required.
• Contribute to compliance with corporate audit standards by ensuring filing, documentation, and traceability of all transactions.
• Liaise with suppliers, agents, superintendents, and COs to ensure correct documentation is provided at the submission of the invoice and compliance.

Expected Key Deliverables

• RFQs issued on time, compliant with WFP procedures.
• Verified invoices processed in the corporate system within internal timelines and vendor credit terms.
• Accurate and updated invoice tracking reports, vendor statements, and age analysis reports.
• Filing system for contracting and invoice documentation maintained to audit standards.
• Queries on invoices/contracts resolved with vendors, COs, and Finance.

Minimum Qualifications Experience

• Education: Completion of secondary school education. Post-secondary training or university courses in finance, accounting, or supply chain is desirable.
• Experience: Five years practical experience in supply chain, logistics, invoice verification and vendor management, with exposure to accounts analysis.
• Languages: Fluency in English (oral and written).

Desired Knowledges Skills

• Good knowledge of contracting and procurement processes.
• Strong financial and accounting skills with experience in invoice verification.
• Familiarity with WFP systems (WINGS/ LESS , invoice tracking).
• Attention to detail and accuracy in financial documentation.
• Ability to liaise effectively with vendors, COs, Finance, and Procurement units.