Administration Officer SC8

Всесвітня продовольча програма (ВПП ООН) - це гуманітарна організація ООН, яка надає продовольчу допомогу у вигляді грошової допомоги, сертифікатів або продуктів харчування громадам, що постраждали від війни. У своїй діяльності ВПП керується гуманітарними принципами нейтралітету, неупередженості, гуманності та незалежності. Спираючись на відданість та професіоналізм наших 24 000 співробітників по всьому світу, Всесвітня продовольча програма (ВПП) працює в понад 123 країнах і територіях, щоб доставляти життєво необхідну їжу людям, які залишилися переміщеними внаслідок конфлікту та знедоленими внаслідок катастроф. Крім того, ВПП допомагає окремим особам і громадам знайти кардинальні рішення для багатьох проблем, з якими вони стикаються, будуючи краще майбутнє.

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.

•  Vacancy Announcement n°: 833109
•  Job Title: Administration (Management Services) Officer SC8
• Type of Contract: Service Contract
•  Unit / Division: Management Services / WFP Ukraine 
•  Duty Station: Kyiv
•  Duration: 12 months
•  Closing date: 11 June, midnight (Central European Time)

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.  

What will you do in this position? 

You will contribute to daily planning and delivery of quality, customer-focused administrative services that enable staff in Ukraine operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

Why work with us? 

The war in Ukraine has had drastic consequences, both for people inside the country and for those around the world dependent on its huge grain supplies. It is inflicting untold suffering on civilians, displace families, and disrupt supply chains and food production. It has caused one of the fastest forced population movements since the Second World War. Close to 6 million Ukrainians are still living as refugees across Europe, and almost 5.1 million are internally displaced. Many have lost their homes and livelihoods. As food production and supply lines are disrupted by fighting, many families in the east and south do not have reliable access to nutritious food.

• WFP uses a flexible mix of food and cash assistance to support communities affected by the war wherever they are. This includes working with local partners to distribute food rations in areas near the frontline and providing cash transfers wherever people have access to banks and markets to buy food. Since March 2022, WFP has distributed food and cash assistance equivalent to 2.4 billion meals to families displaced and affected by the war, partnering directly with local responders.
• 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 trainings, 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 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.
• WFP offers a competitive benefits package including salary, leave plus a medical insurance.

How can you make a difference?

Under the supervision of the Head of Management Services, the Administration Officer will be responsible for the below duties: 

1. Contribute to and implement WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.

2. Develop annual plans, contribute to longer term strategies and improvements to policies, systems, and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.

3. Support management of existing resources in the area of responsibility (Asset management and LPSB, Facilities, Mail service, Digital Services and Emergency and operational continuity coordination, Cross border shuttle service) and assist in identification of new requirements aiming at efficiency, cost effectiveness and timeliness of operations and services. 

4. Provide inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) and training of staff in area of responsibility.

5. Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.  

6. Facilitate the compliance of the services provided (e.g. Asset management & LPSB, Facilities, Mail service, Digital Services and Emergency and operational continuity coordination, Cross border shuttle service.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.

7. Responsible for management of mail services, GSMT & digital interface services for all of Ukraine.

8. Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries. 

9. Support to organization of procurement processes including preparation of Request for Quotation (RFQ), Invitation to Bid (ITB)s or Request for Proposal (RFP)s documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders (POs) in coordination with the other MS teams and Procurement. 

10. Follow standard emergency preparedness practices to enable WFP quick response to emergencies and resources during crisis. This includes management and coordination of winter wellness and operational continuity package for staff as directed by management and updating of business continuity plan. 

11. Apply WFP's fleet management strategy when providing input to the preparation of plans for cross border shuttle services. Conduct analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements.

12. Provide input into the acquisition, maintenance, and replacement of /shuttle bus services assets in coordination with Fleet Manager and Transport Focal points. 

13. Responsible for operation and movement of cross border shuttles, preparation of customized reports and preparation and management of Service Level Agreements (SLA)s for the shuttle services.

14. Responsible for building access and administrative support for events management. 

15. Maintain the partnership with WFP stakeholders, other UN agencies and local government. 

16. Maintenance of the filing system ensuring safekeeping of confidential materials.

17. Extraction of data from various sources and preparation of reports.

18. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables, and reports.

19. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

20. Assistance in the preparation of budget, provision of information for audit.

21. Perform any other related activity as assigned by immediate supervisor.

To join us in saving lives, changing lives, you will have:

Education: Advanced University degree, or First University degree with additional years of related work experience and/or training/courses in Business/Public Administration, Engineering, or other relevant field relating to office management and administration.

Experience: At least one (1) year of postgraduate professional experience in areas of facilities, asset management, contract management or procurement with additional years of experience being an asset.

Knowledge & Skills: 

• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration.

• Experience in administration and ability to apply this to all activities. 

• Asset Management systems, Fleet management systems, Budgeting and reporting and Procurement.

• Full computer literacy on Windows and MS Office is mandatory. 

• Knowledge of fleet management software would be an asset. 

• Working knowledge of fleet and traffic laws of Ukraine would be an asset.

Language: Fluency (level C) in both in English and Ukrainian languages.

Before you apply...

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. 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. 

We aim to achieve parity and inclusion in our teams in Ukraine. 

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at Відправити резюме .

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.

How do you apply...

To be considered, you are invited to apply via WFP’s recruitment portal. CV and cover letter must be submitted in English language.

Only those who are short-listed candidates will be contacted for the next steps of our recruitment process. 

We also encourage you to create your candidate profile and set up WFP job alerts to learn more about all the opportunities available to join us and make a difference in the lives of the people we serve.