Management Services Associate (Travel) SC-6 | Kyiv

✅ 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. Contribute to and implement WFP country plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.

2. Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

3. Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.

4. Manage the existing resources in the area of responsibility (Travel management including Transport management) acting as the travel focal point and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.

5. Facilitate the compliance of the services provided (e.g. WFP travel management, transport management etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.

6. Preparation of Purchase Orders (POs) for travel activities and others as requested by supervisor.

7. Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

8. Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.

9. Administrative support to conferences, workshops, retreats and trainings.

10. Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.

11. Review of danger pay in support of human resources unit.

12. Arrangement of vehicle transportation in coordination with the fleet manager.

13. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

14. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

15. Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.

16. Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries in the Travel domain.

17. Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices.

18. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy resources to affected areas at the onset of the crisis.

19. Perform any other related activity as assigned by the immediate supervisor.

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

Education: Completion of secondary school education. Or a University degree in Business/Public Administration or other relevant field relating to office management and administration

Experience: Six or more years of progressively responsible relevant work experience in general administrative work, including at least two years in travel 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
• 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.