Вакансія: Administration Associate (Travel) SC-6 (Kyiv, Ukraine)
ЗАВЕРШЕНО
Vacancy Announcement n°: 175984
Job Title: Administration Associate (Travel)
Type of Contract: Service Contract
Unit / Division: Admin Unit / WFP Ukraine
Duty Station: Kyiv
Duration: 12 months (renewable)
Closing date: Monday 24 October 2022, 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.
What will you do in this position?
To coordinate and provide high quality, client-focused and value-for-money oriented administration services.
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 the Administration Associate Officer (Travel) 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.
- Manage the existing resources in the area of responsibility (e.g. WFP travel management, transport management.) acting as the travel focal point and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
- Facilitate the compliance of the services provided (e.g. WFP travel management, transport management etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
- Preparation of Purchase Orders (POs) for travel activities and others 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.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
- Review of danger pay in support of human resources unit.
- Arrangement of vehicle transportation in coordination with the fleet manager.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources and preparation of reports.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit.
- Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
- Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries.
- Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices.
- 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.
- 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.
- Perform any other related activity as assigned by immediate supervisor.
STo join us in saving lives, changing lives, you will have for…
Education: University degree in Business/Public Administration, Engineering, 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 travel management.
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…
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.
