Administrative/HR Assistant

Organizational Setting

FAO Ukraine is a project management Office headed by the Regional Programme Leader (RPL) under the operational responsibility of the Regional Office for Europe and Central Asia. FAO Ukraine is contributing to the development of national policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall supervision of FAO Regional Programme Leader for Europe and Central Asia and the REU Programme Officer and the direct supervision of the FAO Ukraine Head of Office, in close coordination with Project Coordinators, Operations and Technical Officers.

Technical Focus The Administrative/HR Assistant will be responsible for the provision of support to Programme, Reporting, Monitoring and Evaluation of FAO portfolio in Ukraine.

Tasks and responsibilities

Specifically, the Administrative/HR Assistant will carry out the following activities:

i) Administration: • Process incoming and draft outgoing correspondence, e-mails, and other written materials; Provide administrative assistance to the Office including management of agendas, book meetings, make travel and hotel reservations, prepare travel authorization forms and assemble information pertinent for the purposes of the travel; • Facilitate all logistical/administrative needs during the training/ workshops/ seminars/ meetings organized under projects; • Maintain proper and updated documentations of logistics/ finance for relevant project activities; Ensure that the office filing systems and records are properly maintained for easy retrieval; • Support field offices with field missions arrangements, on punctual basis; • Oversee the office petty cash management and initiate the preparation of financial reports; • Assist with translation of the FAO documents and provide interpretation, on punctual basis;

ii) Human Resources: • Ensure posting of vacancy announcement in a timely manner, review the requirements and profile needed and identify dissemination channels for the target audience, liaise with the hiring division as appropriate and make use of social media and other outreach tools; • Conduct pre-screening of candidates based on the minimum requirements of the vacancy announcement; • Coordinate/support the organization of selection processes, draft and/or review interview reports and ensure final submission to appointing authority; • Provide operational support to staff and managers with recruitment queries and follow up actions to ensure consistent and high-quality HR services are delivered; • Monitor vacant positions at Professional and General Service level and plan recruitment activities once vacancies are released for filling; • Ensure the preparation of monthly reports of the above committees; • Contribute to the monitoring of HR statistics related to recruitment, including list of candidates being interviewed, time elapsed between issuance of vacancies, appointment decision and on-boarding of selected candidates; • Ensure applicability of FAO rules and procedures during recruitment and selection processes • Contribute to the improvement of HR reporting and tools providing increased access to HR data, to ensure informed decision-making processes; • Conduct reference checks and other assessment tools to assist in the selection of candidates; • Assist in processing of monthly time cards and follow up on payment inquiries; • Prepare and keep track of leave plans; • Perform any other relevant duties and tasks as required.

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 support work. • Language skills: Working knowledge (Level C) of English; fluency in Russian and Ukrainian • IT Skills: Good knowledge of MS Office applications, Internet and office technology equipment. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in an appropriate format. • Proficiency in Ukrainian. • National of Ukraine.

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in NGOs, INGOs, UN or other technical and/or humanitarian assistance organizations. • Good knowledge of communication and documentation standards. • Good knowledge of corporate computerized financial / Human Resources systems and administrative procedures and policies. • Good knowledge of the organizational structure.