Помічник керівництва, Business Support Associate (Executive, SC6)

• Type of Contract: Service Contract
• Unit / Division: Management Team / WFP Ukraine
• Duty Station: Kyiv
• Duration: 12 months (renewable)

What will you do in this position?

You will manage the WFP Ukraine front office, supporting the WFP Country Director (CD) and Representative to Ukraine; two Deputy Country Directors and the CD’s (international) Special Assistant.

Why work with WFP Ukraine?

The war in Ukraine has had drastic consequences, both for people inside the country and for those around the world who depend on its food supplies. The war has caused immense suffering for civilians, displaced families, and disrupted supply chains and food production. It has caused one of the fastest forced population movements since the Second World War. Close to 6 million Ukrainians are still living as refugees across Europe, and almost 3.6 million are internally displaced. Many have lost their homes and livelihoods. As food production and supply lines are disrupted by fighting, many families in the east and south of Ukraine do not have reliable access to nutritious food.

WFP uses a combination of food and cash assistance to support communities affected by the war. This includes working with local partners to distribute food boxes in areas near the frontline and providing cash transfers in locations where people have access to banks and markets to buy food. Since March 2022, WFP has distributed food and cash assistance equivalent to 3.7 billion meals to people displaced and affected by the war.

At WFP Ukraine, we offer a wide range of benefits and entitlements and favorable working conditions for Service Contract holders. Some of them are:

• Competitive salaries per job level
• Pension contribution added to net salary
• Medical insurance with the possibility to enroll eligible dependents
• Applicable danger pay (revised on quarterly basis)
• Annual leave — 30 days per year
• 18 weeks of parental leave for birth mothers and 4 weeks of parental leave for non-birth parent
• 1 day per week remote working option within the duty station (subject to conditions)
• Accessible premises & reasonable accommodation
• Learning & development opportunities

How can you make a difference?

In this position, you will have to:

• Under the supervision of the Executive Manager (Management Office), provides dedicated executive assistant support to WFP Ukraine senior management, including undertaking travel arrangements and liaising with other teams on matters related to itinerary, visas, and hotel reservations.
• In coordination with the supervisor, maintains the Country Director (CD) and Deputy Country Directors' (DCDs) calendars up to date, including establishing contacts with offices of high-ranking visitors, arrangement of appointments and meetings for the CD and DCDs, acting as an interpreter when required.
• Organizes internal, external, and high-level meetings with representatives/officials, including taking responsibility for the finalization of meeting agendas, invitations, production and distribution of documentation, and preparation of minutes of meetings, as well as logistics needs for meetings (conference room, IT, etc.).
• Revises and reviews correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.
• Ensures effective and efficient functioning of the WFP Ukraine Management front office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
• Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies.
• Responds to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients.
• Presents proposals to eliminate communication bottlenecks in the office and streamline procedures between the front office and that of other units/teams.
• Performs other duties as assigned.

To join us in saving lives, changing lives, you will have:

Education: Completion of secondary school education. A post-secondary education will be an advantage.

Experience: Six years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Prior experience with UN or other international organization, including development and/or humanitarian projects is desirable. Advanced level experience in computers and office software (MS Word, Excel, SharePoint, etc.) is desirable.

Post-secondary education can compensate for some years of experience. For example, you will be considered as eligible if you have:

• Three (3) years of work experience in combination with a Master’s Degree;
• Four (4) years of work experience in combination with a Bachelor’s Degree.

Knowledge & Skills:

• Ability to provide high-quality administrative and logistical support to senior executives including ability to coordinate meetings, manage complex calendars, and arrange travel logistics.
• Excellent stakeholder management and interpersonal skills.
• Proven ability to handle sensitive and confidential information with discretion.
• Excellent written and verbal communication skills in English and Ukrainian
• Strong attention to detail and accuracy in preparing documents, reports, and presentations.

Language: Fluency (level C) in both in English and Ukrainian languages.

How do you apply…

To be considered, you are invited to apply via WFP’s recruitment portal. CV and cover letter must be submitted in English language. Резюме приймаються виключно через кар'єрну сторінку Всесвітньох продовольчої програми ООН: https://wfp.wd3.myworkdayjobs.com/en-US/job_openings/job/Business-Support-Associate--Executive---SC6_JR127709.

Only those who are short-listed candidates will be contacted for the next steps of our recruitment process. Applications will be reviewed on a rolling basis, and the vacancy may be closed prior to the deadline should a suitable candidate be identified.

We also encourage you to create your candidate profile and set up WFP job alerts to learn more about all the opportunities available to join us and make a difference in the lives of the people we serve.