Business Support Associate (Executive)

The Business Support Associate (Executive) manages the WFP Ukraine front office, providing executive assistant support to senior management including the Country Director and Deputy Country Directors. The role involves managing calendars, organizing meetings, handling correspondence, and ensuring efficient office operations with confidentiality and protocol adherence.

Responsibilities

• Provide dedicated executive assistant support to WFP Ukraine senior management, including undertaking travel arrangements and liaising with other teams on itinerary, visas, and hotel reservations.
• Maintain the Country Director and Deputy Country Directors' calendars, establish contacts with offices of high-ranking visitors, arrange appointments and meetings, and act as an interpreter when required.
• Organize internal, external, and high-level meetings including finalizing agendas, invitations, documentation production and distribution, preparation of minutes, and logistics needs for meetings.
• Revise and review correspondence and documentation, providing feedback and amendments to meet time and quality standards.
• Ensure effective and efficient functioning of the WFP Ukraine Management front office, maintain confidentiality, protocol procedures, information flow, and follow-up on deadlines and commitments.
• Maintain the filing system ensuring safekeeping of confidential materials using automated filing systems in soft and hard copies.
• Respond to complex business support queries to provide timely and accurate resolution of enquiries for clients.
• Present proposals to eliminate communication bottlenecks and streamline procedures between the front office and other units/teams.
• Perform other duties as assigned.

Requirements

• Completion of secondary school education. A post-secondary education will be an advantage.
• Six years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• Prior experience with UN or other international organization, including development and/or humanitarian projects is desirable.
• Advanced level experience in computers and office software (MS Word, Excel, SharePoint, etc.) is desirable.
• 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.
• Ability to provide high-quality administrative and logistical support to senior executives including ability to coordinate meetings, manage complex calendars, and arrange travel logistics.
• Excellent stakeholder management and interpersonal skills.
• Proven ability to handle sensitive and confidential information with discretion.
• Excellent written and verbal communication skills in English and Ukrainian.
• Strong attention to detail and accuracy in preparing documents, reports, and presentations.
• Fluency (level C) in both in English and Ukrainian languages.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• UN Experience
• Humanitarian Project Support
• Office Applications
• MS Word
• Excel
• SharePoint Development
• Executive Support
• Meeting Coordination
• Calendar Management
• Travel Logistics Management
• Stakeholder Management
• Confidential Information Handling
• Document Preparation
• Report Writing
• Presentation Preparation

Languages

English, Ukrainian