Senior Administration Associate (CO Shuttle Service Coordinator), SC-7, Lviv, Ukraine .
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Career Opportunities: Senior Administration Associate (CO Shuttle Service Coordinator) | SC-7 | Lviv | One Year
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🚩 Vacancy Announcement n°: 335748
📢 Job Title: Senior Administration Associate (CO Shuttle Service Coordinator)
📌Type of Contract: Service Contract
➡️ Unit / Division: Supply Chain Unit / WFP Ukraine
📍 Duty Station: Lviv
➡️ Duration: 12 months (renewable)
⏰ Closing date: Friday, 03 February 2023, 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!!
What will you do in this position?
To coordinate the delivery of quality, client-focused, value-for-money oriented administration services.
How can you make a difference?
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. 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.
3. Provide inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
4. Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
5. Manage the existing resources in the area of responsibility (e.g. WFP facilities, common premises, transport management, asset management, shuttle service coordination and management etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
6. Facilitate the compliance of the services provided (e.g. WFP facilities management etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
7. Preparation of Purchase Orders (POs), management of missions and travel activities and others as requested by supervisor.
8. Apply WFP's fleet management strategy when providing input to the preparation of plans for purchase of important fleet assets and cross border shuttle services. Conduct analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements.
9. Provide input into the acquisition, maintenance, and replacement of fleet/shuttle bus services assets. Develop local fleet management replacement strategies considering WFP’s short- and medium-term requirements.
10. Coordination with Fleet Manager based in Kyiv for movement of shuttles 1
1. Provide cross border shuttle services reports, customized reports, and gather information on all fleet assets and provide in-depth reports periodically and when and as requested.
12. Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
13. Preparation and management of leases and MOUs (memorandum of understanding) for facilities and common premises.
14. Administrative support to conferences, workshops, retreats.
15. Processing and management of invoices and payments related to facilities, common premises, maintenance works etc.
16. Maintenance of the filing system ensuring safekeeping of confidential materials.
17. Extraction of data from various sources and preparation of reports.
18. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
19. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
20. Assistance in the preparation of budget, provision of information for audit.
21. Perform any other related activity as assigned by immediate supervisor.
To join us in saving lives, changing lives, you will need to have…
Education: Completion of secondary school education. A Degree in Transport/Logistics Management or Mechanical Engineering from a recognised institution would be an asset. Additional training in fleet management is desirable.
Experience: Seven or more years of progressively responsible work experience in the facilities management and other related administrative tasks including contract administration and fleet/ transport management. University level degree may substitute part of the required experience.
Knowledge & Skills:
– Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration.
– Experience in administration and ability to apply this to all activities.
– Fleet management systems, GPS tracking, fleet maintenance, and driver training.
– Budgeting, planning, and implementation management.
– Full computer literacy on Windows and MS Office is mandatory. Knowledge of fleet management software is an asset.
– Working knowledge of fleet and traffic laws of Ukraine is an asset.
Languages: 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.
NOTE: the positions are open to Ukrainian nationals and persons eligible to work in Ukraine.
