Administration Associate SC-6

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 пристрасть, 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. 

To be considered, you are invited to apply via WFP’s recruitment portal

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°: JR108736
•  Job Title: Administrative Associate
• Type of Contract: Service Contract, SC6
•  Unit / Division: Management Services/ WFP Ukraine
•  Duty Station: Odesa
•  Duration: 12 months (renewable)
•  Closing date: 16 January 2024, 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.

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.

How can you make a difference?

Under the direct supervision of the Management Services (Administration) and Finance Officer at the assigned duty station and the technical guidance of the Management Services team in Kyiv the Management Services Associate will be responsible for:

1. Monitor resource requirements in area of responsibility (creation of small value Micro Purchase Orders (MPOs) below $5000, Travel, events management etc.) and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.

2. Responsible for provision of services such as travel, events management and MPOs, initiating requests for quotations for small value micro purchase orders a related, etc., act as alternative for activities related to fleet, asset and facilities management and reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.

3.Support the production of various data and prepare reports in order to contribute to the provision of accurate information for informed decision-making as well as support the effective and timely management of WFP resources.

4.Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.

5.Review and recommend improvements to Management Services processes, supporting the implementation and adherence of standard operating procedures for continuous improvement of services in area of responsibility.

6.Respond to a range of queries related to the provision of management services to support the resolution of daily issues.

7.Coordinate the team and unit activities including those reporting directly to you to ensure.individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.

8.Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

9.Contribute to annual organizational plans, budget preparation and procurement plans according to WFP financial and procurement procedures and policy.

10. Contribute to the preparation of inter-agency initiatives such as common premises and shuttle service as part of UN Reform to support achievement of cost savings and enhancement of service quality.

11. Liaise with other functions and third-party contractors, in consultation with supervisor in order to enable efficient service delivery.

12. Act as the travel focal point of the office, initiate and complete arrangements for transport and accommodation including preparing travel authorizations and reserving hotels.

13. Provide administrative support to conferences, workshops, retreats.

14. Utilise digital tools and technology applications to improve working practices and customer service, and effectively adopt new technologies that are introduced at the workplace.

15. Maintain, manage office stationery supplies, and distribute stationeries according to staff requests through Global Management Service tool.

16.Maintenance of records on assets management, preparation of reports and carry out annual physical count and reporting of assets.

17.Maintain and safekeep data, files, fling system, confidential materials, and records of activities associated with the areas of responsibility.

18.Perform other related duties 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 administration or related area. 

 Experience: Six (06) or more years of progressively responsible work experience in the function of administration or other related area. Post-secondary education can compensate for some years of experience. For example, you will be considered as eligible if you have: 

• Three (3) years of work experience in combination with a Master’s Degree; 

• Four (4) years of work experience in combination with a Bachelor’s Degree. 

 Knowledge & Skills: 

The ideal candidate should be proficient with:

• Business Support Services & Reporting: Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management: Utilizes understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
• Resource Management: Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Specialized Knowledge in Administrative Services: Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
• Customer Focus: Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

Desirably, the ideal candidate should be able to:

• Demonstrate a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work.
• Provide ad-hoc guidance to new staff members.

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 encourages female candidates and people with disabilities to apply.

WFP is committed to an accessible, inclusive recruitment process. Please contact us at Відправити резюме to advise us of any disability related reasonable accommodation or accessibility requests you may have. A member of the reasonable accommodation team will contact you to confidentially discuss your needs.

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.