Business Support Assistant

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and using food assistance to build peace and prosperity. WFP operates in emergencies and supports people recovering from conflict, disasters, and climate change impacts. The organization values diversity, inclusion, and a high-performing workforce committed to its mission.

Job Purpose

The Business Support Assistant will provide essential administrative support to WFP Ukraine operations, ensuring the smooth delivery of food assistance to beneficiaries. This role involves acting as a focal point for staff interactions regarding events, maintenance, and repair needs, and meticulously maintaining electronic and physical filing systems to ensure information is current and accessible. The Assistant will also coordinate travel arrangements, manage visa and protocol-related matters for staff, and assist with vendor registration processes. By processing and managing routine administrative tasks across various functional areas, this position directly contributes to the effective and timely management of resources, enabling WFP staff to focus on their critical humanitarian work in a challenging operational environment.

Responsibilities

The Business Support Assistant role at WFP Ukraine involves contributing to the daily planning and delivery of quality, customer-focused administrative services. This position acts as a key point of contact for products and services teams, reporting to the Heads of the Travel and Management Services Units. Responsibilities include providing support to staff on interactions with specific units regarding events, maintenance, and repairs. The role also entails maintaining electronic filing systems, ensuring documents and records are current and accessible. Furthermore, the assistant will support travel arrangements by coordinating with travel agents for bookings and ticket issuance, and creating Travel Authorizations in line with WFP directives. Assisting the protocol unit with UN staff privileges, diplomatic protocols, and visa processing for duty travel is also a key function. The position requires facilitating vendor registration and submission processes, processing routine administrative tasks across various functional areas to ensure effective resource management, and performing pre-data analysis. Fluency in English and Ukrainian, along with at least four years of administrative support experience, is essential. This role is crucial for enabling WFP Ukraine operations to effectively deliver food assistance to beneficiaries amidst the ongoing conflict.

Work Experience

Requires four or more years of progressively responsible support work experience in general administrative tasks. Post-secondary education can substitute for some of this experience. For instance, one year of experience combined with a Master's degree, or two years of experience with a Bachelor's degree, may be considered sufficient.

Skills

Administrative Support, Event Coordination, File Management, Travel Arrangements, Protocol and Visa Assistance, Vendor Registration, Data Analysis, Office Management, Interpersonal Skills, Communication Skills, English, Ukrainian

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