Communications Assistant (Administration)

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 Communications Coordinator, technical guidance of the Regional Office Communication Officer for Europe and Central Asia, and in close coordination with relevant administrative, programme, and operations colleagues in all FAO Ukraine offices.

Technical Focus

The Communications Assistant (Administration) will contribute to raising the visibility of FAO’s ongoing work in Ukraine, working in accordance with FAO’s corporate communications policies and practices, contributing to the smooth and efficient running of the work unit.

Tasks and responsibilities

• Manage the FAO Ukraine official email account, register all incoming and outgoing official correspondence, coordinate with relevant colleagues to draft and finalize responses, ensuring all official communications follow FAO Style guidelines and meet deadline
• Prepare and maintain up-to-date lists of key stakeholders, ensuring accuracy and completeness of stakeholder information
• Send press releases to journalists from the [email protected] mailbox
• Maintain records of press release distributions and media contacts
• Maintain a comprehensive list of suppliers for the Communications Unit
• Prepare Purchase Requisitions and gather necessary signatures; collect and organize all required documentation for the work with the suppliers
• Liaise with suppliers to ensure timely delivery and adherence to purchase orders
• Ensure that all offices are well-equipped with visibility items and branded materials, monitor inventory levels and reorder supplies as necessary
• Upload documents for clearance and publication in the FAO corporate Publication Workflow System, track the status of documents through the clearance process and ensure timely publication
• Manage the FAO Ukraine Share Folder for Communications, ensure that all files are organized, up-to-date, and accessible to relevant team members
• Upload photo and video materials to FAO corporate online platforms. Ensure that all media materials are properly tagged, described, and stored in accordance with FAO guidelines
• Assist in organizing public events (conferences, presentations, training events, visits of officials, field visits, etc.) to ensure consistency of messages, quality of events, and visibility for FAO and donors
• Ensures that all communication materials are appropriately targeted and gender-sensitive
• Ensure compliance of all products are aligned with FAO communications, policies and procedures
• Ensure that all publications and documents to be disseminated via the FAO document repository are timely processed through the corporate Publications Workflow System (PWS), from their planning to production and dissemination
• Perform other duties as required.

FAO Standards and guidelines:

Liaison with the OCC will be maintained, either directly or through an agreed focal point/coordinator, to ensure compliance with OCC standards, appropriate review and clearance processes.

All communication materials will follow FAO clearance processes and comply with FAO standards, including:
FAO Strategic Framework 2022-31: https://www.fao.org/strategic-framework/en
FAO social media policy and guidelines: https://www.fao.org/2/socialmedia
Social Media Branding Guidelines: https://openknowledge.fao.org/handle/20.500.14283/cb5044en
FAOSTYLE: https://openknowledge.fao.org/handle/20.500.14283/cb8081en
FAO terminology http://www.fao.org/faoterm
FAO Names Of Countries https://www.fao.org/nocs/en    
Story guidelines, Story template, UN map standards, FAO logo policy and related branding guidelines (available to staff). 

Further guidance regarding FAO communications, policies and procedures can be found through the FAO intranet, OCC section.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University (Bachelor or equivalent) degree in Ukrainian language, communication, journalism or a related field
• At least 2 years of professional experience in Communications, Copy-Editing or Administrative support, including managing office correspondence, organizing meetings and events, maintaining records, preparing reports, and coordinating with multiple stakeholders
• Working knowledge (Level C) of English
• Working knowledge (Level C) of Ukrainian
• National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

• Excellent organizational skills
• Excellent attention to detail
• Good interpersonal, communications skills
• Ability to use own initiative, multi-task and excellent organizational skills

Selecion Criteria

• Knowledge of the UN system, procedures and operational activities would be an advantage

ADDITIONAL INFORMATION