Management Services Assistant G5

2025-11-08T21:08:48+00:00

FULL_TIME

Nonprofit, and NGO

Management,Admin & Office

2025-11-20T17:00:00+00:00

 

Tanzania

8

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.

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).

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

The Common Back Office (CBO) initiative proposes to streamline key operational areas of participating agencies by harmonizing procedures and consolidating support services into one facility at the country level. This consolidation is expected to reduce duplication of functions and administrative and transaction costs, while the harmonized procedures are expected to, at the same time, increase the quality and effectiveness of these services.

The CBO unit is headed by the CBO Manager and provides common identified services in Common Procurement, Common Logistics, Common Human Resources, Common ICT, Common Finance and Common Administration (including Facility Management) to the United Nations participating entities.

This position is based in Dar es Salaam and reports to CBO Manager.

THE ROLE:

The Common Back Office for all UN entities in Tanzania is currently being rolled out in phases. The CBO unit is scheduled to roll out the next Phases of the Common Management services – a process that translates to increased workload due to onboarding of additional common services.
The role of the Management Assistant is to support anticipated increased workload in the delivery of the CBO initiative as part of the consolidated end -to end service lines in protocol and meetings planning, coordination and servicing, in addition to the common services currently being supported for all the UN Agencies in Tanzania.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

Client Service and Query Management:

Provide high client satisfaction through delivering support services effectively, building trust, managing expectation, provide accurate feedback and effective communication; accurate identification and reporting of discrepancies in order to achieve client satisfaction and reduce discrepancies by ensuring timely communication to the team and seek support for streamlining business operations.
Streamline Protocol Processing

• Develop a checklist for all protocol services that includes all necessary documentations required to be submitted to the government authorities and embassies. Update the checklist on monthly basis.
• Follow up on protocol requests submitted to relevant authorities and provide timely updates (after every 2 days or where necessary) to the Senior protocol officer.
• Contribute to quarterly recommendations for improving protocol services based on evaluation results and client feedback.

Enhance Protocol Services

• Draft official correspondence on camp permit, MV10, PRO6, driving licence and TIN requests and act as a custodian for PRO6 forms for WFP office.
• Provide back up for Senior Management Services Associate and/or protocol officer.
• Develop and regularly update a tracking tool for protocol requests.
• Act as a custodian for the PRO6 forms, develop and regularly update a tracking tool for all PRO6 forms that are issued.
• Develop and maintain new relationship with TRA Kinondoni office (next to UN House). Explore possibility of having a diplomatic desk and move the biometric processing for TIN applications and Driving license applications to this office.
• Support meeting and Conferences to facilitate efficiency and cost effectiveness as per CBO MoU.
• Facilitate the solicitation of quotes 

• QUALIFICATIONS AND EXPERIENCE:

  Education: Certificate in Secondary education. Additional professional training in Protocol, events management or conference management is an added advantage.

  Experience:

  • At least 5 years’ experience in similar position in a multicultural and dynamic environment.
  • Experience in servicing multiple clients and coordinating with a variety of teams to support conference and meetings planning, coordination and servicing.
  • Progressive experience in Administration roles and proficiency in use of management systems, CRM and/or client service platforms with transferable/comparable skills.
  • Experience in  any or a combination of the following; Protocol as relates to administration of Host Country Agreements, advising on a wide range of protocol matters, processing of documents with various Government offices, meetings and events management.
  • Experience in accurately performing service reconciliation, market research, price comparisons or similar calculations, from RFQs submitted by suppliers for provisions of goods and services.
  • Experience coordinating with internal and external focal persons, teams, clients or Government officials; updating clients on progress on their applications and handling sensitive personal documents.

  Knowledge & Skills:

  • A demonstrated track record in delivering results for maximum impact in supporting teams, paying attention to details, handling and tracking confidential documents.
  • Ability to foster inclusive and collaborative approach in protocol services
  • Refined skills in proactiveness, time management and efficiency in providing support services
  • Proficiency in commonly used CRM, management platforms like CRM and ticketing or similar platforms
  • Demonstrated ability in liaison with different stakeholders, Government offices, Conference venues, food and beverages providers among other conference support service partners
  • Refined skills in establishing and maintaining internal network on an ongoing basis, to develop understanding of the critical role of the assignment in overall client satisfaction rating.
  • Refined interpersonal and communication skills with demonstrated ability to accurately keep clients in the loop regarding status/progress in handing their documents.

  Language: Fluency (Level C) in English and Swahili languages.

• Provide high client satisfaction through delivering support services effectively, building trust, managing expectation, provide accurate feedback and effective communication; accurate identification and reporting of discrepancies in order to achieve client satisfaction and reduce discrepancies by ensuring timely communication to the team and seek support for streamlining business operations.
• Develop a checklist for all protocol services that includes all necessary documentations required to be submitted to the government authorities and embassies. Update the checklist on monthly basis.
• Follow up on protocol requests submitted to relevant authorities and provide timely updates (after every 2 days or where necessary) to the Senior protocol officer.
• Contribute to quarterly recommendations for improving protocol services based on evaluation results and client feedback.
• Draft official correspondence on camp permit, MV10, PRO6, driving licence and TIN requests and act as a custodian for PRO6 forms for WFP office.
• Provide back up for Senior Management Services Associate and/or protocol officer.
• Develop and regularly update a tracking tool for protocol requests.
• Act as a custodian for the PRO6 forms, develop and regularly update a tracking tool for all PRO6 forms that are issued.
• Develop and maintain new relationship with TRA Kinondoni office (next to UN House). Explore possibility of having a diplomatic desk and move the biometric processing for TIN applications and Driving license applications to this office.
• Support meeting and Conferences to facilitate efficiency and cost effectiveness as per CBO MoU.
• Facilitate the solicitation of quotes f

A demonstrated track record in delivering results for maximum impact in supporting teams, paying attention to details, handling and tracking confidential documents. Ability to foster inclusive and collaborative approach in protocol services Refined skills in proactiveness, time management and efficiency in providing support services Proficiency in commonly used CRM, management platforms like CRM and ticketing or similar platforms Demonstrated ability in liaison with different stakeholders, Government offices, Conference venues, food and beverages providers among other conference support service partners Refined skills in establishing and maintaining internal network on an ongoing basis, to develop understanding of the critical role of the assignment in overall client satisfaction rating. Refined interpersonal and communication skills with demonstrated ability to accurately keep clients in the loop regarding status/progress in handing their documents.

Education: Certificate in Secondary education. Additional professional training in Protocol, events management or conference management is an added advantage. Experience: At least 5 years’ experience in similar position in a multicultural and dynamic environment. Experience in servicing multiple clients and coordinating with a variety of teams to support conference and meetings planning, coordination and servicing. Progressive experience in Administration roles and proficiency in use of management systems, CRM and/or client service platforms with transferable/comparable skills. Experience in  any or a combination of the following; Protocol as relates to administration of Host Country Agreements, advising on a wide range of protocol matters, processing of documents with various Government offices, meetings and events management. Experience in accurately performing service reconciliation, market research, price comparisons or similar calculations, from RFQs submitted by suppliers for provisions of goods and services. Experience coordinating with internal and external focal persons, teams, clients or Government officials; updating clients on progress on their applications and handling sensitive personal documents.

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