Administration Officer (Protocol) SC10 | Kyiv, Ukraine

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Career Opportunities: Administration Officer (Protocol) SC10 | Kyiv, Ukraine | One year 

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.

🚩 Vacancy Announcement n°: 827439

📢 Job Title: Administration Officer (Protocol)

📌Type of Contract: Service Contract 

➡️ Unit / Division: Administration Unit / WFP Ukraine  

📍   Duty Station: Kyiv, Ukraine

➡️ Duration: 12 months (renewable) 

⏰ Closing date: 13 June, midnight (Central European Time) 

ABOUT WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger. 

 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: UN World Food Programme (WFP) and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter. 

What will you do in this position? 

You will perform the day-to-day liaison with Host Government on all administrative matters, provide administrative assistance on visa and protocol as well as on all aspects related to customs clearance, tax exemptions, tax refund.

Why work with us? 

The war in Ukraine continues to displace people, damage infrastructure, disrupt supply chains and hold back the country’s economy. One in three households is estimated to be food-insecure, rising to one in two in some areas of the east and south.  More than 6 million Ukrainians have been internally displaced and more than 6 million have left the country. Almost 6 million Ukrainians are internally displaced and nearly 8 million are living as refugees in Europe. Many of those who remain have lost their livelihoods, especially in areas close to the front lines. Those who returned are struggling to rebuild their lives, having run out of money or found their homes reduced to rubble.  

WFP supports 3 million people every month in Ukraine, using a flexible mix of food and cash assistance. We support people wherever they are, including in areas close to the front line. 

This is an opportunity for an exciting and challenging role in a multi-cultural, hardworking, fun and interdisciplinary team. In addition,  

What is in for you?

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

➡️ WFP invests in the personal & professional development of its employees through a range of trainings, 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 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. 

➡️   WFP offers a competitive benefits package including salary, leave plus a medical insurance. 

Join us to make a difference in 🇺🇦 Ukraine, watch this video to know more about us!!    

How can you make a difference?

1. The day-to-day liaison with Host Government on all administrative matters outlined in the Basic Agreement signed on 8 July 2022, between Government of Ukraine and WFP:

a. Develop, strengthen, and maintain strong collaborative working relations with host Government stakeholders within the various Ministries, Departments and Agencies (MDA) which includes Prime Minister’s Office, Ministry of Foreign Affairs, Ministry of Finance, Ministry of Social Policy, State Tax Service of Ukraine etc.

b. Facilitate timely straightforward interactions between WFP and host government through e.g. arranging meetings between WFP officials and national authorities at appropriate levels; drafting of correspondences to the attention of the Host Government, including Note Verbal-; turning host government recommendations, rules, regulations, policies, etc., into suitable action.

c. Follow up on changes in host government rules and regulations of interest to/important for WFP and advise on appropriate action in a timely manner.

2. The administrative assistance on visa and protocol to WFP staff members and WFP visitors:

a. Advise staff and visitors on matters of host government protocol and policy procedures.

b. Act as the liaison between WFP and the host country for the purpose of facilitating and ensuring the proper registration of the staff and visitors.

c. Register and de-register diplomatic and non-diplomatic staff, including processing requests of diplomatic privileges and immunities for diplomatic personnel; obtain entry/work visa and residence permit; and process various documentation for all international staff and visitors.

3. The administrative assistance on all aspects related to customs clearance, tax exemptions, tax refund, etc. in close collaboration with Supply Chain unit, and others as relevant:

a. Prepare all required documents, related to imports of goods - incl. food for humanitarian assistance, for custom clearance, in line with ministries’ – and customs requirements, and following rules and regulations applicable to WFP as outlined in Basic Agreement (8 July 2022).

b. Assist on Tax exemption and -refund procedures and claims, in coordination with the Finance Unit, as appropriate.

c. Advise in a timely manner on changes in existing customs-, tax- and duty regulations possibly impacting WFP.

d. Facilitate the customs-, duty- and tax-related dialogue between host government and WFP as required.

e. Assist in selection and performance evaluation of customs broker, clearing agent, shipping agent, as necessary.

4. Perform any other related activity as assigned by immediate supervisor.

To join us in saving lives, changing lives, you will need to have...

Education: Advanced University degree in Business/Public Administration, or other relevant field relating to office management and administration, or First University degree with additional years of related work experience and/or training/courses.

Knowledge & Skills: Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration incl. protocol, VAT exemption and customs clearance.
Minimum 5 years of postgraduate professional experience. Additional professional level-relevant experience will be highly desirable. Experience in administration and management of small teams with related areas of expertise. Has provided support in leading projects and input into function policies.

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

Before you apply...

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. 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.  

We aim to achieve parity in our teams in Ukraine. Qualified female applicants are especially encouraged to apply.  

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. 

How do you apply...

To be considered, you are invited to apply via (https://www.wfp.org/careers/job-openings). CV and cover letter must be submitted in English language. 

 Only those who are short-listed candidates will be contacted for the next steps of our recruitment process.  

We also encourage you to create your candidate profile and set up WFP job alerts to learn more about all the opportunities available to join us and make a difference in the lives of the people we serve.