Administration Assistant SC5, Odesa, Ukraine 1
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Career Opportunities: Administration Assistant | SC-5 | Odessa | One year
🚩 Vacancy Announcement n°: 178816
📢 Job Title: Administration Assistant
📌Type of Contract: Service Contract
➡️ Unit / Division: Administration Unit / WFP Ukraine
📍 Duty Station: Odessa
➡️ Duration: 12 months (renewable)
⏰ Closing date: Thursday, 22 December 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?
The United Nations World Food Programme (WFP) is the 2020 Nobel Peace Prize Laureate. We are 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.
In Ukraine, WFP is scaling up food assistance through cash transfers and in-kind food distribution to the affected populations in Ukraine. In October 2022, WFP Ukraine served over 2.7 million people through cash transfers and in-kind food distribution.
In order to scale up its response, WFP Ukraine is hiring an Administration Assistant to be based in Odesa.
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?
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. Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
3. Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
4. Translation of simple correspondences, when needed.
5. Preparation of Purchase Orders (POs) for travel activities and others as requested by supervisor.
6. Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
7. Assist in selection and performance evaluation of suppliers.
8. Facilitate the compliance of the services provided (e.g. WFP travel management, transport management etc.), acting as the office Travel Focal Point, with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
9. Arrangements of travel and hotel reservations, preparation of travel authorizations, acting as the office Travel Focal Point, processing requests for, name cards and other documents.
10. Administrative support to conferences, workshops, retreats.
11. Collection of information for administrative surveys, support to organization of common services.
12. Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
13. Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
14. Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
15. Maintenance of records on assets management, preparation of reports.
16. Maintenance of files and records relevant to office maintenance
17. Provision of support to maintenance of common premises and common services.
18. Maintain confidentiality and safe keeping of data related to the area of work.
19. Maintenance of the filing system ensuring safekeeping of confidential materials.
20. Extraction of data from various sources.
21. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
22. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
23. Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
24. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
25. Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
26. 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.
27. Perform any other related activity as assigned by immediate supervisor.
To jojn us in saving lives, changing lives, you will need to have…
Education: Secondary education with special qualifications and training in Engineering, Facilities Management or other relevant field relating to office and premises management. University level degree in Engineering, Facilities Management or in a related field will be an asset.
Experience: Five or more years of progressively responsible work experience in the facilities management and other related administrative tasks including contract administration.
Knowledge and 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: Fluency (level C) in English and Ukrainian languages.
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 the 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.
