Administration Assistant (Travel) SC-4 Kyiv

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. ВПП OOH допомагає окремим особам і громадам знайти кардинальні рішення для багатьох проблем, з якими вони стикаються, будуючи краще майбутнє. 

• Vacancy Announcement n°: JR107519
• Title: Business Support Assistant (Travel)
• Type of Contract: Service Contract  SC-4
• Unit / Division: Management Services
• Duty Station: Kyiv
• Duration: 12 months (renewable) 
• Closing date: 15 December, 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.   

To learn more about WFP, visit our website: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter. 

What will you do in this position?  

You will support the delivery of quality, customer-focused, value-for-money services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy recruitment of a Travel Assistant SC4 is required to support the internal and international travel. 

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? 

In this position, you will have to:   

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.    Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
4.    Carry out data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making including ongoing monitoring of the Travel Management dashboard. 
5.    Compilation and preparation of briefing and presentation materials, background information and documentation for Travel related activities.
6.    Translation of simple correspondences, when needed.
7.    Undertake activities related to WFP travel management and Protocol related activities. 
8.    Facilitate the compliance of the services provided (e.g. WFP travel management, Visa and Accreditation activities etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
9.    Preparation of Micro Purchase Orders (MPOs) for travel activities and others as requested by supervisor.
10.    Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
11.    Administrative support to conferences, workshops, retreats.
12.    Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
13.    Review of staff danger pay in support of human resources unit.
14.    Arrangement of vehicle transportation or WFP Cross border shuttle service in coordination with the fleet manager and Shuttle Coordinator respectively.
15.    Maintenance of the filing system ensuring safekeeping of confidential materials.
16.    Extraction of data from various sources.
17.    Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
18.    Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
19.    Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities. 
20.    Support the capacity building of WFP staff and partners through the organisation or design of trainings, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries. 
21.    Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis. 
22.    Perform any other related activity as assigned by immediate supervisor.

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

Education: Completion of secondary school education. A post-secondary certificate in Business/Public Administration or other relevant field relating to office management and administration is an asset.

Experience: Four or more years of progressively responsible support work experience in general administrative work. Post-secondary education can compensate for some years of experience. For example, you will be considered as eligible if you have: 

• One year of work experience in combination with a Master’s Degree; 

• Two years of work experience in combination with a Bachelor’s Degree. 

Knowledge & Skills: 

• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration.
• Has gained experience in administration and applies this to all activities.
• Has provided support in leading projects and input into function policies.

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.