Business Support Associate SC-6 / Executive Assistant in United Nations World Food Programme

The World Food Program (WFP) is a UN humanitarian organization that provides food aid in the form of cash, certificates or food to war-affected communities . In its activities, WFP is guided by the humanitarian principles of neutrality, impartiality, humanity and independence. Drawing on the passion, commitment and professionalism of our 24,000 staff around the world, the World Food Program (WFP) works in more than 123 countries and territories to deliver life-saving food to people displaced by conflict and destitute by disasters. In addition, WFP helps individuals and communities find radical solutions to the many challenges they face as they build a better future. 

• Vacancy Announcement No: JR102765
• Job Title: Business Support Associate (Executive)
• Type of Contract: Service Contract SC-6
• Unit / Division: Management Team
• Duty Station: Kyiv
• Duration: 12 months (renewable)
• Closing date: 11August 2024 , midnight (Central European Time)
  

ABOUT WFP

The World Food Program is the world's largest humanitarian organization 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. 

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 Program (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? 

The Executive Associate will play a crucial role in supporting the senior management of WFP Ukraine, ensuring the smooth functioning of the Management Office and contributing to the overall efficiency and effectiveness of operations. Under the supervision of the Executive Manager (Management Office), the Executive Associate will provide dedicated executive assistant support to the Country Director (CD) and Deputy Country Directors (DCDs).

Why work with us? 

The war in Ukraine has had drastic consequences, both for people inside the country and for those around the world dependent on its huge grain supplies. It is inflicting untold suffering on civilians, displace families, and disrupt 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 5.1 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 do not have reliable access to nutritious food. 

WFP uses a flexible mix of food and cash assistance to support communities affected by the war wherever they are. This includes working with local partners to distribute food rations in areas near the frontline and providing cash transfers wherever people have access to banks and markets to buy food. Since March 2022, WFP has distributed food and cash assistance equivalent to 2.4 billion meals to families displaced and affected by the war, partnering directly with local responders. 

• WFP is a 2020 Nobel Peace PrizeLaureate.  
• WFP offers a highly inclusive, diverse and multicultural working environment.  
• WFP invests in the personal & professional development of its employees through a range of trainings, accreditation, coaching, mentorship and other programs as well as through internal mobility opportunities.  
• A career path in WFP provides an exciting opportunity to work across various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe. 
• WFP offers a competitive benefits package including salary, leave plus a medical insurance. 
  
  

How can you make a difference?

In this position, you will have to:   

1. 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.
2. 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 highranking visitors, arrangement of appointments and meetings for the CD and DCDs, acting as an interpreter when required.
3. 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.).
4. 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.
5. Ensures effective and efficient functioning of the WFP Ukraine Management front office, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
6. Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies.
7. Responds to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients.
8. Presents proposals to eliminate communication bottlenecks in the office and streamline procedures between the front office and that of other units/teams.
9. Performs other duties as assigned.

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

Education: High school diploma or equivalent.

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 an advantage.

Knowledge & Skills: Advanced-level experience in computers and office software (MS Word, Excel, SharePoint, etc.) is desirable. 

Language: Fluency (level C) in both in English and Ukrainian languages. Knowledge of another official United Nations language is an advantage.

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 and inclusion in our teams in Ukraine.  

WFP is committed to an accessible, inclusive recruitment process and employment. Please contact us at [email protected] to advise us if you have disability related accessibility requests. A member of the reasonable accommodation team will contact you to confidentially discuss your needs. 

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. 

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. 

Only those who are short-listed candidates will be contacted for the next steps of our recruitment process.  

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.