Administration Assistant SC5 | Dnipro, Ukraine
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Career Opportunities: Administration Assistant | SC-5 | Dnipro, Ukraine
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
🚩 Vacancy Announcement n°: 781332
📢 Job Title: Administration Assistant
📌Type of Contract: Service Contract
➡️ Unit / Division: Administration Unit / WFP Ukraine
📍 Duty Station: Dnipro
➡️ Duration: 12 months (renewable)
⏰ Closing date: Wednesday, 24 April 2023, midnight (Ukraine Time)
ABOUT WFP
The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger.
At WFP, people are at the heart of everything we do, and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.
To learn more about WFP, visit our website: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.
What will you do in this position?
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.
Why work with us?
The war in Ukraine continues to displace people, damage infrastructure, disrupt supply chains and hold back the country’s economy. One in three households is estimated to be food-insecure, 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. Almost 6 million Ukrainians are internally displaced and nearly 8 million are living as refugees in Europe. Many of those who remain have lost their livelihoods, especially in areas close to the front lines. Those who returned are struggling to rebuild their lives, having run out of money or found their homes reduced to rubble.
WFP supports 3 million people every month in Ukraine, using a flexible mix of food and cash assistance. We support people wherever they are, including in areas close to the front line.
How can you make a difference?
In this position you will have to deal with:
1. Contribution to and implementation of WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.
2. Contacting 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. Assisting in selection and performance evaluation of suppliers.
7. Facilitation 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.
8. 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.
9. Administrative support to conferences, workshops, retreats.
10. Collection of information for administrative surveys, support to organization of common services.
11. Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
12. Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
13. Being a 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.
14. Maintenance of records on assets management, preparation of reports.
15. Maintenance of files and records relevant to office maintenance
16. Provision of support to maintenance of common premises and common services
17. Maintenance confidentiality and safe keeping of data related to the area of work.
18. Maintenance of the filing system ensuring safekeeping of confidential materials.
19. Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
20. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
To jojn us in saving lives, changing lives, you will need to have…
Education: Secondary education with special qualifications and training in administration, management or other relevant field relating to office and management. University level degree in a related field will be an asset.
Experience: Five or more years of progressively responsible work experience related administrative tasks. A higher educational qualification may compensate for some years of experience.
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. 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.
We aim to achieve parity in our teams in Ukraine. Qualified female applicants are especially encouraged to apply.
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.
