Facilities Manager | CST2 | Kyiv, Ukraine

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°: 602158

📢 Job Title: Facilities Manager

📌Type of Contract: International Consultant | CST – Level II

➡️ Unit / Division: Management Services Unit | WFP Ukraine

📍 Duty Station: Kyiv, Ukraine

➡️ Duration: 11 months with possible extension

⏰ Closing date: Friday 24 March 2023, midnight (Central European Time)

About WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operates 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 the 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 and, Facebook, Twitter.

What will you do in this assignment?

In Ukraine, WFP is scaling up food assistance through cash transfers and in-kind food distribution to the affected populations in Ukraine. In October 2022, WFP Ukraine served over 2.7 million people through cash transfers and in-kind food distribution.

To scale up its response, we are hiring a Facilities Manager (Engineer/ Architect) to be based in Kyiv, Ukraine.

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 multicultural, hardworking, fun, and interdisciplinary team. In addition,

What is in for you?

➡️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 various countries, 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, and medical insurance.

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

How can you make a difference?

Reporting directly to the Head of Administration, you will/be responsible for:

• Contribute to and implement WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.
• Develop country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs) in relation to the Facilities Management.
• 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 facilities, common premises, space planning and contingency workspace arrangement, Lease management Common Premises management etc.) and estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.
• Facilitate the compliance of the services provided (e.g., WFP facilities management, Common Premises etc.) with the corporate Occupational Safety and Health Policy and contribute to the provision of recommendations to the management on improvements/changes.
• Preparation of Terms of Reference (TOR), Scope of work (SOW), Leases and Purchase Orders (POs) for premises and other activities related to the facilities management as requested by the supervisor.
• Support to organization of procurement processes including preparation of tender documents, receipt of quotations and their preliminary evaluation.
• Management of leases, preparation and management of Memorandum of Understanding (MOU)s for facilities and common premises.
• Administrative support to conferences, workshops, and retreats.
• Processing and management of invoices and payments related to facilities, common premises, maintenance works etc.
• Technical support and advice to landlords and WFP management about the support infrastructure for operational continuity including inspection of hotel facilities.
• Maintenance of the filing system ensuring the safekeeping of confidential materials.
• 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 about WFP facilities and common premises.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
• Assistance in the preparation of the budget, and provision of information for audit.
• 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 analyses and queries.
• Build and maintain the partnership with WFP stakeholders, other UN agencies and local government offices.
• Support the capacity building of WFP staff and partners through the organisation or design of training, workshops, daily interaction, etc. for efficient and effective delivery of food assistance to beneficiaries.
• Follow standard emergency preparedness practices to ensure WFP can quickly respond and deploy needed resources to affected areas at the onset of the crisis.
• Perform any other related activity as assigned by the immediate supervisor.

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

Education: University degree in Engineering (Civil), Facilities Management (Civil, Structures, Architecture or other relevant fields relating to office and premises management.

Experience: Five or more years of relevant postgraduate progressively professional work experience in facilities management and other related administrative tasks including contract administration. A minimum of 2 years of experience in working with international agencies and international locations is required.

Knowledge & Skills:

• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of facilities management and construction
• Has gained experience in the development of design and plans in AutoCAD and design software and applies this to all activities.
• Has managed small teams of staff with related areas of expertise.
• Has provided support in leading projects and input into function policies.

Language: Fluency (level C) in English language | proficiency in the official national languages of Ukraine is an advantage but not required.

Before you apply...

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. All employment decisions are made based on 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 the 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.