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 outbreak of the war in Ukraine in February 2022, FAO has 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.

This role is based in office, in Kyiv, Ukraine.

Reporting Lines

Under the direct supervision of the Head of Office/Designated Responsible Officer, and in close coordination with relevant administrative, programme, and operations colleagues in all FAO Ukraine offices.

Technical Focus

The Executive Specialist supports the Head of Office by facilitating the flow of information, providing advisory and administrative assistance and managing their official correspondence and schedule. By handling a wide range of tasks, the Executive Specialist supports the Head of Office on strategic decision-making and the overall management of the organization in Ukraine. The Executive Specialist also contributes to maintaining a professional and positive organizational image and promoting strong relationships with key stakeholders, including donors, partners, and government agencies.

Tasks and responsibilities

•    In coordination with FAO Ukraine personnel, draft or coordinate preparation of documents on operational, programme, project and policy issues for the Head of Office, including documents relating to FAO Ukraine Response Programme, and providing FAO Ukraine senior management, FAO Headquarters and other FAO and external interlocutors with oral briefings on these issues.
•    Review and edit official / external correspondence on behalf of the Head of Office and support the Communications Coordinator in delivery of public communications activities.
•    Follow up with units and personnel of FAO Ukraine on instructions issued by the Head of Office, ensuring timely and high-quality delivery.
•    Liaise and coordinate with FAO Regional Office in Budapest as well as Divisions and Units in HQs on preparation of documents on operational, programme, project and policy issues.
•    Keep abreast of issues relevant to FAO’s activities in Ukraine, including the geo-political context, security developments and regional dynamics; advise the Head of Office and FAO Ukraine senior management on these issues; contribute to discussions on strategic questions and choices facing FAO and play an active role in strategic planning.
•    Provide high-level administrative and executive support to the Head of Office, including calendar management, scheduling meetings, managing the generic Head-of-Office mailbox and coordinating logistical arrangements.
•    Act as the first point of contact for the Head of Office, handle incoming enquiries and correspondence including facilitating signature of the Head of Office, and directing them to the appropriate department or staff member as needed.
•    Prepare agendas, draft emails, compile briefing materials, and supporting documents for meetings and events involving the Head of Office, ensuring that all necessary information is accurate and up-to-date.

Information Management and Reporting:

•    Assist in the preparation of external presentations, reports, and other documents as required by the Head of Office. Review and edit reports before submission to the Head of Office
•    Compile, analyze, and summarize relevant information and data, providing insights and recommendations to the Head of Office as needed.
•    Manage and maintain an efficient filing system for the Head of Office, including electronic and paper-based documents, correspondence, and reports.

Meeting and Event Coordination:

•    Provide substantive support to the Head of Office and FAO Ukraine senior management in preparing for and attending internal and external meetings; ensure rigorous follow-up on action points emerging from meetings attended by the Head of Office.
•    Work with the Communications Coordinator to organize and coordinate meetings, conferences, workshops, and other events involving the Head of Office, ensuring that all logistical arrangements are made, and any necessary materials are prepared in advance.
•    Take minutes during meetings and rigorously follow up on action items as needed, ensuring that decisions and tasks are effectively communicated and completed in a timely manner.

Liaison and Coordination:

•    Establish and maintain effective working relationships with internal and external stakeholders, partners, and donors.
•    Facilitate communication and coordination between the Head of Office and other departments, ensuring that information and decisions are shared efficiently and effectively.
•    Perform other related duties as requested.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    Bachelor’s Degree in Business Administration, International Relations, Communications, Translation or a related field
•    At least 3 years’ professional experience in programme and/or executive support roles, preferably in an international organization or non-profit setting, including, but not limited to providing high-level administrative, advisory and executive support to senior leadership, including official communications, meeting coordination, and travel arrangements
•    Working knowledge/Fluency (Level C or native) of English
•    National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

•    Master’s degree in a related field is an advantage.
•    Experience with a UN Agency or non-profit organization would be an asset.
•    A high degree of punctuality and reliability is required.
•    Excellent written and oral communication skills in English, with the ability to effectively convey complex information to diverse audiences.
•    Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
•    High level of discretion and confidentiality, with the ability to handle sensitive information and situations professionally and ethically.
•    Proficient in the use of standard office applications (e.g., Microsoft Office Suite) and other productivity tools.
•    Ability to cope and adapt to a schedule with extended working hours.

ADDITIONAL INFORMATION