Вакансія: Administration Associate (Protocol) (Kyiv, Ukraine)
ЗАВЕРШЕНО
Vacancy Announcement n°: 176442
Job Title: Administration Associate (Protocol)
Type of Contract: Service Contract
Unit / Division: Admin Unit / WFP Ukraine
Duty Station: Kyiv (with regular travel within Ukraine)
Duration: 6 months (renewable)
Closing date: 30 October, midnight (Ukraine Time)
ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
To learn more about WFP, visit our website and follow us on social media to keep up with our latest news: LinkedIn, Instagram, Facebook, Twitter.
Why work with us?
The war in Ukraine has left an estimated one in three families without enough food, rising to one in two in some areas of the East and South. More than 6 million Ukrainians have been internally displaced and more than 6 million have left the country. Many of those who remain have lost their livelihoods, especially in areas close to the front lines. Millions who fled their homes to the country’s West are preparing for long-term internal displacement. Many who have returned to liberated areas around the capital, Kyiv, are struggling to rebuild their lives, having run out of money or found their homes reduced to rubble.
WFP is quickly scaling up to support 4.7 million people per month inside Ukraine, using a flexible mix of food and cash assistance. We support people wherever they are, including in areas close to the front line.
This is an opportunity for an exciting and challenging Human Resources role in a multi-cultural, hardworking, fun and interdisciplinary HR team. In addition, we offer:
➡️ Meaningful and impactful careers:
Our day-to-day work makes a difference in the lives of the people we serve
➡️ Continuous learning and training:
We provide learning tools for our staff to continually develop their careers
➡️ Multicultural and stimulating work environment:
We encourage gender and cultural diversity to make our teams stronger
Join us to make a difference in Ukraine, watch this video to know more about us!
How can you make a difference?
Under the supervision of the Head of Administration and Administration Officer (Protocol) the Admin Associate (Protocol) will be responsible for:
- 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.
- 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.
- Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Translation of simple correspondences, when needed, Preparation of Purchase Orders (POs) as requested by supervisor.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
- Customs clearance arrangements, preparation of documents for WFP shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions.
- Follow up on changes in host government rules and regulations of interest to/important for WFP and advice on appropriate action in particular related to visas, identification cards, customs clearances etc.
- Register and de-register diplomatic and non-diplomatic staff, including processing requests of diplomatic privileges and immunities for diplomatic personnel; obtain entry/work visa and residence permit; and process various documentation for all international staff and visitors.
- Prepare all required documents, related to imports of goods – incl. food for humanitarian assistance, for custom clearance, in line with ministries’ – and customs requirements, and following rules and regulations applicable to WFP as outlined in Basic Agreement (8 July 2022).
- Assist on Tax exemption and -refund procedures and claims, in coordination with the Finance Unit, as appropriate. Facilitate the customs-, duty- and tax-related dialogue between host government and WFP as required.
- Assist in selection and performance evaluation of customs broker, clearing agent, shipping agent.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards, name cards and other documents. Administrative support to conferences, workshops, retreats.
- Perform any other related activity as assigned by immediate supervisor.
To join us in saving lives, changing lives you will have to…
Education:
University degree (Bachelor’s or equivalent) in Business/Public Administration, or other relevant field relating to office management and administration
Experience:
Six or more years of progressively responsible support work experience in general administrative work, including at least two years in admin Protocol Management.
Languages:
Fluency (oral and written) in English language, and the official national languages of Ukraine.
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 managed small teams of staff with related areas of expertise.
⦁ Has provided support in leading projects and input into function policies.
Before you apply…
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting an inclusive work environment in which diversity is valued and where no form of discrimination is tolerated. We aim to achieve parity in our teams in Ukraine. Qualified female applicants are especially encouraged to apply. CV and cover letter must be submitted in English language.
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.
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.
