Consultant Management Services

DEADLINE FOR APPLICATIONS

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 world’s 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:
Administration Officer
TYPE OF CONTRACT:
Consultant, level II
UNIT/DIVISION:
MSD
DUTY STATION (City, Country):
HQ/Rome
DURATION:
EOD 31 July 2026 – NTE 31 December 2026 with possible extension (11 months contract)
BACKGROUND:
The Management Services division (MSD is committed to keeping our operations running smoothly and cost efficiently, even in the toughest conditions, so the focus can remain on WFP's core mandate of serving our beneficiaries. MSD comprises teams devoted to supporting WFP staff globally to ensure our operations run efficiently and cost effectively. In addition to other activities undertaken, and in line with the UN Secretary General’s mandate of UN Reform, MSD has also been progressively supporting WFP offices in implementation of Business Operations Strategy, automation and digitalisation of business processes, and quantifying of efficiency gains. As part of this stream, MSD will implement the new Global Service Management Tool (GSMT) and embrace further the WFP Self Service Platform, in addition to update of Management Services Manual (MSM). Implementation of GSMT is a significant undertaking and change in modus operandi for administrative services from their inception to assignment to delivery and reporting, including informed decisions on rightsizing and optimisation.
PURPOSE OF THE ASSIGNMENT:
Under the direct supervision of Head, MSDD, or her/his designate, the incumbent will be delegated authority for the automation of processes, being responsible for capturing business requirements, identifying areas for improvements and identifying the best path to automate tasks using the tools in the corporate landscape, with particular focus on the Global Service Management Tool (GSMT) and WFP Self Service Platform (WSS). Acting as liaison between MSDD and the TEC Division, the Administration Officer will manage the global implementation of Administrative Services (at local and global level) into GSMT and WSS, coordinating the integration of services operating within different systems and developing webinars and support material. The incumbent will also be involved in the ASK MSD pilot implementation to foster synergies with the GSMT project evolutions.
ACCOUNTABILITIES/RESPONSIBILITIES:
1.Automate and implement processes, aligned with WFP strategies and policies to facilitate efficient and effective services management.
2.Structure project implementation plans defining milestones, resources, and timelines by coordinating with branch units, MSD branches and RBs and COs Administration units.
3.Act as liaison between the Technology Division and MSDD.
4.Manage a team of business analysts and service designers, to ensure a timely and smooth implementation of the GSMT project plan by:
a.Reviewing the Service Catalogue for MSD Services;
b.Adapting the service catalogue to field offices;
c.Mapping business processes.
d.Configuring the services and their testing in EasyVista environment;
e.Create forms in WSS to access the services
f.Change manage the smooth roll out of the new services to end users and administrators.
5.Manage the relationship with ITSM, the company providing the Ticketing System platform.
6.Assist in managing the budget assigned to the project.
7.Develop regular plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are compliant with corporate policies, standards, regulations and processes.
8.Manage existing resources in the area of responsibility and estimate new requirements to improve MSD services.
9.Provide data to support management and stakeholders with the accurate information and reports for efficient planning and decision-making.
10.Manage and motivate a multicultural team, provide coaching, training and guidance as required to ensure appropriate development and enable high performance.
11.Manage business expectations in servicing business needs and oversee success of solutions, seeking ongoing opportunities to increase their business value.
12.Propose change and continuous operational improvement that supports business capabilities, by defining needs, modeling the business and recommending solutions that deliver value for business priorities.
13.Test and perform in-depth analysis of IT solutions to ensure they address business objectives, needs, requirements and process flows efficiently and effectively.
14.Plan procurement initiatives that support effective and cost optimizing purchase decisions. Lead the implementation of procurement projects to ensure successful procurement of services.
15.Identify, develop and maintain strong relationships with all relevant suppliers and vendors to enable WFP to maximize the value of the service delivered.
16.Promote a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
17.Report periodically on the progress of assigned projects, informing of any issues requiring attention and deciding how to implement the recommendations.
DELIVERABLES AT THE END OF THE CONTRACT:
All projects assigned to the incumbent should be well documented, providing an overview of all projects under his/her responsibility, including their milestones, timelines, budget, risks, and issues. GSMT global roll-out in all RBs and most COs must be successfully completed according to Service Portfolio, roll-out plan and lessons learned. GSMT continuous improvement and support process must be established and fully functioning.
QUALIFICATIONS & EXPERIENCE REQUIRED:
Education:
Advanced University degree in any of the following fields: Business Administration, Social Science, or experience in similar roles.
Experience:
Minimum: 5 years post graduate, progressively responsible professional experience in project management/field support/operations within an organisation and proven record of management and coordination of the full cycle of projects.
Knowledge & Skills:
Specialized Knowledge in Administrative Services: Strong knowledge of MSD-provided service catalogue (Travel, Protocol, Accommodation, Assets, Facilities, Fleet, Engineering, UN Reform, HQ Administrative Services, etc.), and their delivery in HQ, RB, CO and Field Offices context and capability to interpret those vis-à-vis business processes mapping, optimization and simplification. Customer Focus: Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Preempts needs of customers based on experience. Change Implementation, Project Management, Planning and Optimization: Demonstrates the ability to collate time, resource, and budgetary estimates from multiple stakeholders to design plans for complex projects, implementation activities and manages the change control procedure, while ensuring that project deliverables are completed. Requirement Definition and Management: Specifies and documents business requirements as directed, ensuring traceability back to source; analyses them for adherence to business objectives and for consistency, challenging positively as appropriate. Works with stakeholders to prioritize requirements. Strategic Account Management: Proactively engages key stakeholders at existing/potential client sites to gain an understanding of how WFP can best serve as a strategic partner in meeting future business needs. People Management: Leads people and teams so that they are highly effective in delivering against WFP’s core mandate. Enables andsupport managers in their teams to act on people issues themselves. Sets standards of behaviour in people management and holds their team leaders to account for modelling behaviour also. Initiative and drive to meet deliverables on time andwithin budget. Very good oral and written communication skills.
Languages:
Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese is a desirable.

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:  [email protected]

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

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at [email protected]. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.