Administrative Assistant

Organizational Setting

In response to the rapidly deteriorating food security situation caused by the outbreak of war in Ukraine on 24 February 2022, FAO has developed a Rapid Response Plan (RRP) to provide life and livelihood saving interventions for the most vulnerable small and medium-sized farming households. The RRP has been designed to meet critical, time-sensitive agricultural deadlines for production and harvest, and addresses market functionality and access for vulnerable populations FAO is utilizing a programmatic approach to implement the RRP whereby individual contributions from resource partners contribute to the overall achievements of the programme. FAO is investing in productivity of the regions least affected by conflict in the immediate term while closely monitoring for further investment in areas which become accessible as the context evolves.

In 2023, FAO’s overarching priority in Ukraine is to protect the food security and livelihoods of rural families while also sustaining the country’s food systems. FAO will achieve this by supporting the production capacities of rural communities and preserving the functionality of national supply chains and access to markets. Strengthening the resilience of rural households will also support their contribution to the country’s broader food systems. Support to small and medium-sized producers across the agriculture sector will prevent the further deterioration of national agrifood systems until the cessation of hostilities.

Reporting Lines

Under the overall supervision of the FAO Ukraine Head of Office/Designated Responsible Officer and the direct supervision of the Head of Operations/Operations Officer and in close coordination/cooperation with other units, the Administrative Assistant may receive guidance from National Professional Officer (Administration).

Technical Focus

The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff. The Administrative Assistant works closely with a wide range of colleagues in the division /region, with central units and external clients, performing and coordinating office- and management support services, and providing procedural guidance and information. The Administrative Assistant will be responsible for the followings tasks:

Tasks and responsibilities

- Acts as focal point for all purchase requisition (PR) matters; reviews documentation for procurement of goods, services and works for quality, and proceeds with PR raising in the GRMS system. - Reviews requests for payment receipts of goods and services from Letter of Agreement (LOA) Responsible Officers, responsible staff of the FAO UA departments in accordance with the relevant sections of the FAO Manual and, upon approval by the authorized officer, proceeds with payment receipts in the Global Resources Management System (GRMS); - Follows up payment-related inquiries in cooperation with the colleagues at the finance department. - Prepares correspondence of administrative and financial nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required. - Maintains detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; prepare financial data for budget estimates and financial planning for the office needs. - Retrieves, enters, selects and analyzes data from a wide variety of sources, including FAO’s corporate systems and data bases; verify accuracy of data documents; make necessary calculations. - Provides reports on budgetary performance of office accounts, and, if required, of project accounts; reports variations from budgets. - Maintains local inventory records with responsibility for proper recording of assets, their maintenance and safeguard. - Maintains a filing system of administrative and financial documents. - Supports the administration of personnel and equipment. - Performs other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary school education. • Three years of administrative, accounting and office management experience. • Working knowledge (Level C) of English. • National of Ukraine.

FAO Core Competencies

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

Technical/Functional Skills

• Very good knowledge of the communication and documentation standards. • Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies. • Very good knowledge of the MS Office applications, Internet and office technology equipment. • Very good knowledge of the organizational structure. • Good knowledge of FAO's administrative policies and procedures (desirable).

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• 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.