Management Services Associate SC-6 (Protocol)

ABOUT WFP

The World Food Programme 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.

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

What will you do in this position?

You will support the delivery of quality, customer-focused, value-for-money services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy recruitment of a Management Services Associate (Protocol) SC-6 is required to support the Visa, accreditation, Customs Clearances and other Protocol related matters.

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 3.3 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 3.01 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:

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.

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

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:

• 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:

• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration/ Management Services
• 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 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.

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.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.