Administrative Assistant

Organizational Setting

FAO Ukraine is the country office of the Food and Agriculture Organization of the United Nations, a specialized agency dedicated to achieving food security, reducing rural poverty, and promoting sustainable management of natural resources. FAO Ukraine works in close partnership with the government, civil society organizations, private sector, and other UN agencies to address the diverse challenges and opportunities in the agriculture, forestry, fisheries, and environmental sectors.

In 2024, FAO is responding to the food security and livelihood needs of war-affected people in Ukraine by delivering seasonally bound emergency agricultural interventions in coordination with the government to protect and restore the contribution of rural households, and small- and medium-scale producers to Ukraine’s agriculture sector. In parallel, by providing technical assistance, policy advice, and capacity development support, FAO Ukraine plays a vital role in fostering sustainable agricultural practices, strengthening the resilience of rural communities, and enhancing food security and nutrition across the country.

FAO is actively implementing emergency, recovery, and development interventions to assist Ukraine in addressing its most immediate and longer-term challenges to food security, and their impacts globally. A key aspect of this effort involves building partnerships and ensuring coordination, oversight and support for all activities related to resource mobilization and strategic planning. More specifically, this involves close coordination withing the FAO Ukraine office to develop programmes, while mapping and maintaining strong relations with resource partners, identifying opportunities expanded partnerships.

Reporting Lines

Under the overall supervision of the Designated Responsible Officer, the direct supervision of the Head of Field Office – Dnipro and in close coordination with the relevant Programme, Operations and Administrative units at FAO Ukraine, the 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.
•    Manage 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, whenever needed.
•    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 Dnipro 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.

Minimum Requirements    

•    University degree in Business Administration, Economics, Finance, Social Sciences, or similar.
•    Three (3) years of relevant experience in administrative and/or office management experience.
•    Working knowledge of English and fluency in 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 formatAbility 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.

ADDITIONAL INFORMATION