Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) has reinforced its presence in Ukraine by signing an agreement with the Government to set up a Project Office that will facilitate and expand the provision of technical and humanitarian assistance to the country’s most vulnerable communities, especially in rural areas.

Ukraine joined FAO in 2003 and since 2015 the Organization has been operating in two strategic directions: emergency humanitarian response in conflict-affected oblasts and agricultural development across the whole country. Following the escalation of the war in Ukraine in February 2022, FAO has consequently scaled up its activities in the country to support agricultural production and food systems with the aim of protecting the food security of vulnerable households and communities across Ukraine.

Reporting Lines

Under the overall supervision of the Designated Responsible Officer, the direct supervision of the Head of Field Office – Odesa and in close coordination with the relevant programme, operations and administrative units at FAO Ukraine, the Office Assistant will be responsible for provision of operational support to the implementation of emergency assistance and early recovery projects in the eastern regions of Ukraine.

Technical Focus

The incumbent will be responsible for supporting the project team in all administrative tasks, supporting operations of the project office and ensuring smooth communication between the project office and other operational units of FAO in Ukraine and regionally.

Tasks and responsibilities 

•    Carry out day-to-day administrative and logistical tasks of the Field Office and collaborate with the Project team to assist them to carry out their duties to efficiently implement the Project activities.
•    Ensure management of FAO Project vehicles through the inspection of physical condition, maintenance and verification of vehicle logbook and adherence of safety and security measures and protocols of FAO and UNDSS.
•    Review and keep up-to-date necessary vehicle operations documents such as registration card, insurance card and other requirements as per FAO procedures and the requirements of the Government.
•    Provide necessary supports to the personnel and consultants of FAO to undertake field missions such as obtaining security clearance, travel authorization, travel expense claim, vehicle allocation etc.)
•    Maintain office files, records, reports and other informational sources in accordance with accepted rules and policies.
•    Management and report on the petty cash of the Field Office, procurement of office supplies and other services, as needed.
•    Maintain, up-to-date and report on the asset registers for expendable and non-expendable items of the Field Office, participate in inventory exercise for the Field Office.
•    Provide interpretation during meetings and field visits, translate relevant document, if needed.
•    Process incoming and draft outgoing correspondence, e-mails, meeting minutes etc.
•    Make arrangements for meetings, presentations, seminars, trainings, workshops and other outreach events.
•    Maintain contacts with the stakeholders of the Project.
•    Keep abreast on the development of local situation and  inform the Head of Field Office.
•    Undertake operational functions relating project implementation, including but not limited to: support project planning tasks, preparation of routine documentation and work related to requisition of goods, collating documents to assist procurement-related activities, logistics and collection of documentation required.
•    Take actions connected with logistics and delivery; prepare acceptance documentation/donation letters.
•    Support project managers and the Head of Odesa office to prepare dossiers for LoA, procurement of goods and other administrative and operational activities/services.
•    Carry out other relevant tasks as and when requested by the Supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in Business Administration, Economics, Finance, Social sciences, etc.
•    Three years of relevant experience in administrative and office management experience.
•    Working knowledge (Level C) of English and working knowledge of Ukrainian.
•    Nationality of Ukraine.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

•    Able to work with minimum guidance, well organized, attentive and pro-active.
•    Excellent communication skills in English and Ukrainian, ability to write and speak in a clear manner and adjust language and style depending on the audience.
•    Good knowledge of MS Office applications, Internet and office technology equipment.
•    Ability to use information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in an appropriate format.
•    Willing to learn and look for efficient solutions to everyday tasks.
•    Team player with strong sense of responsibility.

ADDITIONAL INFORMATION