Organizational Setting
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members – 194 countries and the European Union, FAO works in over 130 countries worldwide. FAO Ukraine is seeking to increase the resilience of livelihoods to threats and crises that affect agriculture, food and nutrition, focusing on four major areas: – rural economic development – transition to sustainable agriculture and food production practices – adaptation to climate change – humanitarian assistance.
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. 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.
The role is full-time, in-office, based in Kyiv, Ukraine.
Reporting Lines
Under the overall supervision of the Head of Office/Designated Responsible Officer and under the direct supervision of the Head of Operations, and in close coordination with relevant administrative, programme, and operations colleagues in all FAO Ukraine offices.
Technical Focus
The Asset and Inventory Management Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Tasks and responsibilities
• Monitor the receiving, storing, issuing of goods and equipment in close collaboration with the procurement and logistics focal points
• Prepare inventories, regular update of stock records in COIN, and maintain an excel spreadsheet for entering the inventories.
• Facilitate tagging and labelling of all assets and equipment procured and maintain a room register for each room in the office premises.
• Maintain accurate and complete record of all items received as well as issued from the warehouse.
• Maintain a clean and well-organized inventory of items for easy access, issuing, and packing of items in the warehouse
• Proper arrangement of goods in the store and ensure that the stocks stay physically protected in warehouses.
• Undertake regular stock taking exercises and confirm the periodic stock on a regular basis with the Physical Asset Verification Report (PVA).
• Prepare monthly record for reconciliation of physical stock with the stock in the system.
• Undertake annual Physical Assert Verification exercise and submit the Physical Asset Verification Report (PVA) and Inventory Quantity Report.
• Facilitate disposal process of items for donation to government, partners and beneficiaries.
• Maintain a record of obsolete, damaged or unused items and coordinate disposal process.
• Perform other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• High school diploma
• At least 2 years of professional experience in administration inventory/Store Management, asset management, and/or logistics support work
• Limited knowledge (Level B) of English
• Working knowledge (Level C) of Ukrainian and/or Russian
• National of Ukraine
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Excellent organizational skills with good attention to details
• Good interpersonal, communications skills
• Ability to use own initiative, multi-task and excellent organizational skills
Selection Criteria
• Bachelor of Science or Bachelor of Administration (management, business, inventory/store management and other relevant fields are preferred)
• Relevant experience in financial management, administration, human resources management and planning is an asset.
• Knowledge of information technology (IT) in operating systems, database and network management, technical support and information security will be considered an asset.
• Good knowledge of the UN system, procedures and operational activities would be an advantage
ADDITIONAL INFORMATION