Management Services - Odesa, Odessa

Job summary

Support the delivery of quality, customer-focused, value-for-money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP's strategy. As well as support the stewardship of WFP's resources, monitoring budgets, forecasting, and ensuring effective management of funds.

Responsibilities

• Contribute to the development of functional annual plans, recommend longer-term improvements to policies, procedures, processes, standards, and systems to mitigate risks and ensure services provided support WFP's strategic objectives.
• Perform functional analysis using data-driven approaches to contribute to the collection of relevant insights to support efficient planning and improved decision-making.
• Maintain partnerships with WFP's internal and external stakeholders, other UN agencies and government entities to strive for efficiency and optimization of cross-functional processes.
• Assess performance of existing resources and recommend new solutions aiming at efficiency, cost-effectiveness, and timeliness of operations and services.
• Support and monitor the execution of contracts to ensure value for money and optimal resource allocation and escalate any issues to more senior staff.
• Follow standard emergency preparedness and response practices to support WFP in quickly deploying the needed resources to affected areas.
• Identify gaps and provide suggestions for improvements to services and facilities related to Occupational Safety and Health (OSH).
• Support a culture of environmental sustainability by role modelling actions that drive sustainability in all activities.
• Utilize digital tools and applications to their fullest potential, collaborating with technical experts to effectively adopt and adapt.
• Oversee the preparation of procurement plans and procurement actions within delegated authority, ensuring compliance with WFP and Ukraine CO policies and procedures.
• Oversee fleet and travel activities, ensuring cost effectiveness and efficiency.
• Contribute to and implement WFP country plans, including administrative and financial processes, aligned with WFP CO strategies and policies to facilitate efficient and effective administration service.
• Develop annual plans, contribute to longer-term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.
• Oversee the management of leases and Memorandums of Understanding (MOUs) for facilities and common premises.
• Administrative support to conferences, workshops, and retreats.
• Processing and management of invoices and payments related to all areas of work.
• Track and collate data to support others to improve policies, systems and procedures in order to minimize financial risks, improve the efficiency and effectiveness of operations, and ensure services are aligned with business objectives.
• Support the report on key data for financial status and outcomes of projects in accordance with corporate governance requirements, ensuring accuracy, deadlines, and accounting processes are complied with in close coordination with the Finance team based in Kyiv.
• Monitor budgets and carry out forecasting for new and ongoing projects according to established corporate procedures and requirements.
• Guide and supervise more junior staff, serving as a primary resource and assist them with more complex analysis and queries.

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