Job Description
JOB TITLE: Management Services (Administration) Officer
UNIT/DIVISION: Protocol and Travel team - Management Services Unit
Type of Contract: Fixed Term - National Officer level A (NO-A)
DUTY STATION (City, Country): Juba, South Sudan
DURATION: One year, annually renewable based on performance and budget availability
Country Context:
South Sudan has been in protracted crises since 2013. Independence in 2011 gave hope for national unity, peace, oil revenue and socio-economic development. Yet, by the end of 2013, the country descended into war. After numerous violent incidents, ceasefires and peace attempts, the Revitalized Agreement on the Resolution of Conflict in South Sudan (R-ARCSS) was signed in 2018. It has brought renewed hope, and there has not been a national-level violent incident. However, the implementation of R-ARCSS chapters has been delayed; thus, South Sudan remains in a fragile situation.
Over 50 percent of 14 million people in South Sudan are projected to be facing acute levels of food insecurity in 2026 (IPC Nov 2025). The number of people in acute food insecurity has tripled since independence, particularly over recent years due to persistent communal violence, economic crises, and climate shocks. Traditionally, people in South Sudan have community safety nets and locally adapted coping strategies for these events. Yet, compounded effects of the years of war and conflict, deep-seated poverty, climatic events, limited investments in social and economic services, and unsustainable natural resource management have significantly depleted household and community capacities to restock and strengthen their livelihoods to withstand future stocks.
Purpose of the assignment:
The MS Officer is responsible for the effective management of Protocol, Events and Travel services. By coordinating and over seeing these services, the MS Officer promotes cost efficiency, ensures adherence to organisational policies, and supports high levels of staff satisfaction. This role is instrumental in fostering robust relationships with the Ministry of Foreign Affairs and other relevant government departments. Ultimately, the MS Officer contributes significantly to team productivity and morale, underscoring their essential role in the organisation’s overall success.
Responsibilities:
The Management Services (Administration) Officer will directly report to Deputy Head of Management Services unit. The selected candidate will be responsible for the following tasks:
- Supervising a team of staff including travel, events management and protocol focal points, ensuring accountability and that travel is safe, efficient, and cost-effective for WFP.
- Managing and coordinating travel-related activities at the country office and field levels.
- Ensuring smooth, efficient, and cost-effective travel arrangements for staff.
- Organizing and coordinating events arrangements.
- Coordination of Protocol services with South Sudan.
- Monitoring travel expenses to ensure they remain within budget. Enforcement of WFP travel policy for all trips.
- Compliance of WFP rules and regulations including standard operating procedures.
- Preparing periodic reports related to travel, events management and protocol services. Ensuring proper co-ordination with MOFA and the government offices.
KEY DELIVERABLES:
- On-Time Travel Arrangements: Percentage of travel bookings and arrangements completed within required timelines.
- On-time Protocol actions: Percentage of actions taken within the time frame provided including renewal of staff VISA’s
- Budget Compliance: Adherence to travel and event budgets, as measured by variance between projected and actual expenses.
- Policy Compliance Rate: Rate of compliance with WFP travel and events policies and procedures.
- Staff Satisfaction: Feedback scores from staff regarding the efficiency, safety, and cost-effectiveness of travel and event arrangements.
- Expense Processing Time: Average time taken to process travel claims, reimbursements, and related financial documentation.
- Number of Travel or Event Issues Resolved: Resolution rate of travel or event-related problems or complaints within a specified timeframe.
- Event Success Rate: Percentage of events executed successfully, measured by feedback, and achievement of event objectives.
- Reporting Accuracy and Timeliness: Accuracy and promptness in preparing and submitting periodic travel and protocol reports.
QUALIFICATIONS & EXPERIENCE REQUIRED:
Education
- Advanced university degree (master’s degree or higher) in Business/Public Administration, Management, or other relevant field, or First University degree with additional years of related work experience and/or training/courses
Experience:
- For master’s degree holder or higher: Two years of progressively responsible work experience in administration, business support, event management, travel, and protocol services in an international setting.
- For a candidate with a first university degree, at least Four years of the above experience is required.
- Supervisory and team management experience is required.
- Experience in working with UN agencies, NGO or international organizations is essential
- Experience in analyzing data, identifying trends, and interpreting performance metrics to derive actionable insights and produce comprehensive reports / presentations.
- Familiarity with official travel guidelines, visa regulations, and host country agreements and/or experience in liaising with government authorities for visas, permits, and diplomatic documentation.
Knowledges, Skills & Behavioural competencies:
- Knowledge of the principles and techniques of administrative management including organisation, planning, training, budgeting, and reporting.
- Solution oriented mindset
- Ability to plan, direct and coordinate program and administrative activities of a complex, interrelated and interdependent nature.
- Ability to communicate effectively in a diverse workplace environment
- Strong organizational and communication skills with the ability to manage multiple priorities and meet deadlines
- High level of discretion and professionalism when handling sensitive information
- Knowledge on the operations of MOFA and other relevant government departments.
- Proficiency in standard Microsoft Office applications (Word, Excel, PowerPoint)
Languages:
Fluency in English is required
(Condition for Application:
This position is open ONLY for qualified South Sudanese candidates. Female candidates are highly encouraged to apply)
Interested individuals can apply for the vacancy announcement by clicking below vacancy link.
External Link: Click Here
In case you experience any challenges in applying for this position and you need support, please contact [email protected]