In this position, you will have to:
1. Coordinate administrative and technical support within the Management Services portfolio to ensure efficient and high-quality service delivery.
2. Monitor resource needs within the designated area of responsibility and assist in identifying new requirements to enhance operational efficiency and cost-effectiveness of services.
3. Collate and analyze data and prepare and/or consolidate reports to contribute to decision-making and efficient management of resources.
4. Review and recommend improvements to the internal standard operating procedures (SOPs) and contribute to the continuous enhancement of services provided.
5. Provide timely and accurate resolutions to complex queries to ensure efficient delivery of services.
6. Contacts with visitors and staff, arrangement of appointments and meetings, act as an interpreter when required and/or taking minutes. Translation of simple correspondences, when needed.
7. Utilise digital tools and technology applications to improve working practices and customer service and effectively adopt new technologies that are introduced at the workplace.
8. Participate in the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
9. Follow up on changes in host government rules and regulations of interest to/important for WFP and advice on appropriate action in particular related to visas, identification cards, customs clearances etc.
10. Register and de-register diplomatic and non-diplomatic staff, including processing requests of diplomatic privileges and immunities for diplomatic personnel; obtain entry/work visa and residence permit; and process various documentation for all international staff and visitors.
11. Assist with Tax exemption and -refund procedures and claims, in coordination with the Finance Unit, as appropriate.
12. Facilitate the customs-, duty- and tax-related dialogue between the host government and WFP as required.
13. Customs clearance arrangements, preparation of documents for WFP shipments (received/sent), preparation of all necessary documentation, and implementation of follow-up actions.
14. Assist in the selection and performance evaluation of customs broker, clearing agent, and shipping agent.
15. Maintain confidentiality and safekeeping of data related to the area of work.
16. Maintenance of the filing system ensuring safekeeping of confidential materials.
17. Extraction of data from various sources.
18. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
19. Support a culture of environmental sustainability throughout WFP by role-modeling actions that drive sustainability in all administrative activities.
20. Perform any other related activity as assigned by the direct supervisor.
Education: Completion of secondary school education. A post-secondary certificate in Business/Public Administration, Engineering, or other relevant field relating to office management and administration .
Experience: Six or more years of work experience in general administrative work, including at least two years in admin Protocol Management. Post-secondary education can compensate for some years of experience. For example, you will be considered as eligible if you have:
Knowledge & Skills:
Language: Fluency (level C) in both in English and Ukrainian languages.
The UNITED NATIONS WORLD FOOD PROGRAMME (WFP) is the world’s largest humanitarian organization working towards zero hunger by 2030, 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. Powered by the passion, dedication and professionalism of our 20,000 staff worldwide, the United Nations World Food Programme (WFP) works in over 80 countries to bring life-saving food to people displaced by conflict and made destitute by disasters, and help individuals and communities find life-changing solutions to the multiple challenges they face in building better futures. In 2020, WFP assisted 115.5 million people – the largest number since 2012. On any given day, WFP has 5,600 trucks, 30 ships and nearly 100 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.61. We work to enhance nutrition in women and children, support smallholder farmers in improving productivity and reducing losses, help countries and communities prepare for and cope with climate-related shocks, and boost human capital through school feeding programmes. In conflict situations, we bring relief to exhausted populations and use food assistance to build pathways to peace and stability. For its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war and conflict, WFP was awarded the Nobel Peace Prize in 2020.