Management Services Associate SC-6, Odesa

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

📌 Type of Contract: Service Contract 

➡️ Unit / Division: Management Services / Odesa Field Office

📍 Duty Station:  Odesa

➡️ Duration: 12 months (renewable) 

🇺🇦 The position is only open to Ukrainian nationals or residents of Ukraine, with a legal work permit.  

What will you do in this position?  

You will coordinate and deliver integrated financial, administrative, and management support services at the local office, ensuring optimal use of resources, compliance with policies, and service quality. This role contributes to informed decision-making through financial analysis, reporting, and operational support, while strengthening internal controls, improving processes, and enhancing overall operational efficiency.

Why work with WFP Ukraine?  

The war in Ukraine has had drastic consequences, both for people inside the country and for those around the world who depend on its food supplies. The war has caused immense suffering for civilians, displaced families, and disrupted supply chains and food production. It has caused one of the fastest forced population movements since the Second World War. Close to 6 million Ukrainians are still living as refugees across Europe, and almost 3.6 million are internally displaced. Many have lost their homes and livelihoods. As food production and supply lines are disrupted by fighting, many families in the east and south of Ukraine do not have reliable access to nutritious food. 

WFP uses a combination of food and cash assistance to support communities affected by the war. This includes working with local partners to distribute food boxes in areas near the frontline and providing cash transfers in locations where people have access to banks and markets to buy food. Since March 2022, WFP has distributed food and cash assistance equivalent to 3.7 billion meals to people displaced and affected by the war. 

At WFP Ukraine, we offer a wide range of benefits and entitlements and favorable working conditions for Service Contract holders. Some of them are: 

✅ 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? 

The incumbent supports the efficient delivery of financial and management services through coordinated service provision, data-driven decision-making, continuous process improvement, and the effective use of digital tools.

• 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.
• Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Carry out complex data analysis to provide management and clients with accurate information and reports for efficient planning and decision-making.
• Manage the existing resources in the area of responsibility (e.g. WFP assets etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
• Preparation of Purchase Orders (POs) for management services activities as requested by supervisor.
• Support to organization of procurement processes including preparation of RFQs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Administrative support to conferences, workshops, retreats.
• Processing Service Entry Sheets (SES)/Goods Received Notes (GRN), management of invoices and payments related MS AoR (facilities, maintenance works etc.).
• Processing TA as Travel Focal Point (TFP) for field office operations.  
• Extraction of data from various sources and preparation of reports.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Contribute to the preparation, implementation, and monitoring of budgets, monitor expenditure, and budget forecasts, to ensure that relevant future funding requirements are met.
• Monitor cash account balance and initiate financial transactions in an accurate and timely manner, to avoid the occurrence of an overdraft.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.
• Guide and supervise more junior staff, acting as a point of referral and supporting them with more complex analysis and queries.
• Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
• Ensure adherence to internal controls, risk management practices, and organizational policies.
• Maintain accurate records and documentation for audit and reporting requirements.
• Contribute to emergency preparedness and response by ensuring continuity of financial and administrative services.
• Perform any other related activity as assigned by immediate supervisor.

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

Education:  Completion of secondary education. University degree and/or training/courses in one or more of the following disciplines: Finance, Accounting, Administration or related discipline.

Experience:

Minimum six (6) years of progressively responsible relevant work experience in the related field of Finance or Administration. 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.

Will be an asset:

• Experience in financial management, budgeting, and reporting.
• Experience in administrative or operational support services (e.g., HR, procurement, asset management, travel, or facilities).
• Proven experience in data analysis, reporting, and use of management information systems.
• Experience supervising or coordinating support staff and working across multiple service areas.
• Experience in humanitarian or development contexts, including audits or compliance processes.

Knowledge & Skills: 

• Good understanding of administrative and management service processes and systems.
• Ability to analyze data, generate reports, and support decision-making.
• Excellent organizational and coordination skills, with the ability to manage multiple priorities.
• Ability to improve processes and recommend practical solutions.
• Strong communication and interpersonal skills, with the ability to work in teams and build partnerships.
• High level of integrity, accountability, and attention to detail.
• Proficiency in digital tools and relevant enterprise systems.

Language: Fluency (level C) in both in English and Ukrainian languages. 

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.