Administrative Assistant

Job Posting: 10/May/2024 Closure Date: 24/May/2024, 4:59:00 PM Organizational Unit: FEUKR Job Type: Non-staff opportunities Type of Requisition: NPP (National Project Personnel) Grade Level: N/A Primary Location: Ukraine-Odesa Duration: 12 months with possible extension (3 months of probation) Post Number: N/A IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAOs values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

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

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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