Business Support Associate (Executive)
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 recovery from conflict, disasters, and extreme weather. The organization values diversity, inclusion, and a skilled, high-performing workforce committed to its mission.
Job Purpose
The Business Support Associate (Executive) will manage the WFP Ukraine front office, providing dedicated executive assistant support to the Country Director, Deputy Country Directors, and the Country Director's Special Assistant. This role is crucial for ensuring the efficient and effective functioning of the senior management team's operations. Responsibilities include managing complex calendars, coordinating high-level meetings, arranging travel, and liaising with various stakeholders. The associate will also be responsible for revising and reviewing correspondence and documentation, maintaining confidentiality, managing information flow, and ensuring follow-up on deadlines and commitments. This position plays a key role in streamlining office procedures and resolving communication bottlenecks, contributing significantly to the smooth operation of WFP Ukraine's management team amidst the challenging context of the war in Ukraine.
Responsibilities
The primary responsibility of this role is to manage the front office operations for WFP Ukraine, providing comprehensive executive assistant support to the Country Director, two Deputy Country Directors, and the Country Director's Special Assistant. This involves meticulously managing calendars, coordinating appointments, and arranging meetings with both internal teams and high-level external officials. The role requires organizing all aspects of meetings, from finalizing agendas and distributing documentation to ensuring logistical needs like room setup and IT support are met. A key function is to review and refine correspondence and official documents, ensuring they meet strict quality and timeliness standards. The position also entails maintaining the confidentiality and efficient flow of information within the management office, managing filing systems, and responding to complex business support inquiries. Furthermore, the role involves proposing improvements to streamline office procedures and eliminate communication bottlenecks. The successful candidate will ensure the effective and efficient functioning of the front office, upholding protocol procedures and managing deadlines and commitments. This position is crucial for supporting WFP's mission in Ukraine, which involves providing vital food and cash assistance to populations affected by the ongoing conflict, thereby saving lives and contributing to stability and recovery.
Work Experience
Requires six years of experience in administrative services, finance, accounting, audit, human resources, or a related field. Prior experience with UN or international organizations, including development or humanitarian projects, is desirable. Advanced computer and office software skills (MS Word, Excel, SharePoint) are also desirable. Post-secondary education can substitute for some years of experience.
Skills
Administrative Support, Logistical Support, Meeting Coordination, Calendar Management, Travel Arrangements, Stakeholder Management, Interpersonal Skills, Confidentiality, Written Communication, Verbal Communication, Attention to Detail, Accuracy, Problem-Solving, Office Software Proficiency, Interpreting