Business Support Assistant (Travel) SC-4 ( Kyiv, Ukraine )
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Career Opportunities: Business Support Assistant (Travel) SC-4 ( Kyiv, Ukraine )
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🚩 Vacancy Announcement n°: 177682
📢 Job Title: Business Support Assistant (Travel)
📌Type of Contract: Service Contract
➡️ Unit / Division: Supply Chain Unit / WFP Ukraine
📍 Duty Station: Kyiv, Ukraine
➡️ No. of Post : One (1)
➡️ Duration: 6 months with the possibility of an extension
⏰ Closing date: Monday, November 21, 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.
STANDARD MINIMUM QUALIFICATIONS
Education: University degree (Bachelor's or Equivalent) in Business/Public Administration, Engineering, or other relevant field relating to office management and administration
Experience: Four or more years of progressively responsible support work experience in general administrative work.
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.
Language: Proficiency in both oral and written communication skills in English and Ukraine.
ORGANIZATIONAL CONTEXT
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!!
JOB PURPOSE
To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.
KEY ACCOUNTABILITIES (not all-inclusive)
Under the supervision of the Head of Administration and Administration Associate (Travel) the BS Travel Assistant will be responsible for the:
- 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.
- Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Carry out data analysis to provide management and clients with accurate information and reports for efficient planning and decision-making.
- Contacts with visitors and staff, arrangement of appointments and meetings, acts 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.
- Undertake activities related to WFP travel management, and transport management. 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 the supervisor.
- Support to organization of procurement processes including preparation of RFQs, ITBs, or RFPs documents, receipt of quotations, bids, or proposals, and their preliminary evaluation.
- 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, and retreats.
- Collection of information for DSA, travel agencies, and other administrative surveys, support to the organization of common services.
- Arrangement of vehicle transportation in coordination with the fleet manager.
- Custodian for management of office stationery supplies including maintenance of the stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
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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.
