Business Support Assistant SC-4

The Business Support Assistant contributes to daily planning and delivery of quality, customer-focused administrative services that enable staff in Ukraine operations to deliver food assistance to beneficiaries. The role serves as the point person for the products and services teams, reporting to the Head of Travel Unit and Head of Management Service.

Responsibilities

• Provide support to Kyiv CO staff as a focal point on the interaction between the WFP staff and LL (TCEH) with regard to events, maintenance and repair requirements.
• Support the maintenance of E filing and unit files, documents, and records in accordance with established systems and processes so that information is current and readily available for the team.
• Support for travel arrangements, coordinate with travel agent for flight reservation & ticket issuing, create Travel Authorization in line with WFP travel directives and other related issues.
• Support to the protocol unit and UN staff privileges including diplomatic protocol, visa for duty travel, residential visa, custom duty and relevant.
• Assist vendor focal point to facilitate vendor registration document and submission process.
• Support processing and managing routine administrative tasks in various functional areas, to contribute to the effective and timely management of resources.
• Provide pre-data analysis and perform other related duties as required.

Requirements

• Completion of secondary school education. A post-secondary certificate in Business/Public Administration, or other relevant field relating to office management and administration is an asset.
• Four or more years of progressively responsible support work experience in general administrative work.
• Post-secondary education can compensate for some years of experience. For example, one (1) year of work experience in combination with a Master’s Degree; two (2) years of work experience in combination with a Bachelor’s Degree.
• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration.
• Experience in administration and applies this to all activities.
• Has provided support in leading projects and input into function policies.
• Fluency (level C) in both English and Ukrainian languages.

Skills

• Office Management
• Business Administration
• General Administrative Work
• Project Support
• Policy Implementation
• National Administrative Regulations
• Customer-focused Service Delivery
• Travel Coordination
• Administration and Planning
• Report Writing

Languages

English, Ukrainian