✅Competitive salaries per job level

✅Pension contribution added to net salary

✅ Medical insurance with the possibility to enrolleligible 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?

Under the direct supervision of the Management Services (Administration) and Finance Officer at the assigned duty station and the technical guidance of the Management Services team in Kyiv the Management Services Associate will be responsible for:

1. Monitor resource requirements in area of responsibility (creation of small value Micro Purchase Orders (MPOs) below $5000, Travel, events management etc.) and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.

2. Responsible for provision of services such as travel, events management and MPOs, initiating requests for quotations for small value micro purchase orders a related, etc., act as alternative for activities related to fleet, asset and facilities management and reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.

3.Support the production of various data and prepare reports in order to contribute to the provision of accurate information for informed decision-making as well as support the effective and timely management of WFP resources.

4.Contribute to planning, monitoring, and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.

5.Review and recommend improvements to Management Services processes, supporting the implementation and adherence of standard operating procedures for continuous improvement of services in area of responsibility.

6.Respond to a range of queries related to the provision of management services to support the resolution of daily issues.

7.Coordinate the team and unit activities including those reporting directly to you to ensure.individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.

8.Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.

9.Contribute to annual organizational plans, budget preparation and procurement plans according to WFP financial and procurement procedures and policy.

10. Contribute to the preparation of inter-agency initiatives such as common premises and shuttle service as part of UN Reform to support achievement of cost savings and enhancement of service quality.

11. Liaise with other functions and third-party contractors, in consultation with supervisor in order to enable efficient service delivery.

12. Act as the travel focal point of the office, initiate and complete arrangements for transport and accommodation including preparing travel authorizations and reserving hotels.

13. Provide administrative support to conferences, workshops, retreats.

14. Utilise digital tools and technology applications to improve working practices and customer service, and effectively adopt new technologies that are introduced at the workplace.

15. Maintain, manage office stationery supplies, and distribute stationeries according to staff requests through Global Management Service tool.

16.Maintenance of records on assets management, preparation of reports and carry out annual physical count and reporting of assets.

17.Maintain and safekeep data, files, fling system, confidential materials, and records of activities associated with the areas of responsibility.

18.Perform other related duties as assigned by immediate supervisor.

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

Education: Completion of secondary school education. A post-secondary certificate in administration or related area.

Experience: Six (06) or more years of progressively responsible work experience in the function of administration or other related area. 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:

The ideal candidate should be proficient with:

• Business Support Services & Reporting: Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management: Utilizes understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
• Resource Management: Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Specialized Knowledge in Administrative Services: Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services.
• Customer Focus: Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

Desirably, the ideal candidate should be able to:

• Demonstrate a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work.
• Provide ad-hoc guidance to new staff members.

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