International Consultant- Executive Specialist

Organizational Setting

The war in Ukraine has placed the entire Ukrainian agrifood system at risk, with significant consequences for food security both in Ukraine and globally. The destruction or damage to agricultural infrastructure and markets, and the disruption of food supply chains is threatening the food security of already vulnerable populations. Agriculture-based livelihoods, a key source of income for 30 percent of the population, are severely impacted. While many Ukrainians are fleeing their communities and/or the country, a significant proportion of the population is staying, facing extreme challenges and thus requiring multisectoral humanitarian assistance.

In this context, the Food and Agriculture Organization of the United Nations is uniquely positioned in Ukraine to implement a multidimensional and innovative strategy to sustain and restore agrifood systems at scale.

Capitalizing on its technical expertise and in-country experience, in 2023, the strategic approach of the Organization will focus on restoring food security and self-sufficiency in front-line communities (Pillar 1); restoring critical agricultural production and value chains (Pillar 2); and enhancing coordination and technical support to the functioning of critical food system services (Pillar 3). FAO has expanded its presence in Ukraine and established a strong multidisciplinary team. FAO’s country office remains in Kyiv, with field offices in Lviv and Dnipro.

Reporting Lines

Under the direct supervision of FAO Head of Office, and in close cooperation with the FAO Ukraine senior management team, the Executive Specialist will be responsible for providing organizational, advisory and communications support to the Head of Office of FAO Ukraine. The Executive Specialist plays a critical role in the smooth functioning and success of the organization and the delivery of its programmes in Ukraine. It serves as an essential link between the Head of Office and FAO Ukraine units, external partners, the Government of Ukraine and other stakeholders, ensuring effective communication, coordination, and collaboration.

Technical Focus

The Executive Specialist supports the Head of Office by facilitating the flow of information, providing advisory and administrative assistance and managing their official correspondence and schedule. By handling a wide range of tasks, the Executive Specialist supports the Head of Office on strategic decision-making and the overall management of the organization in Ukraine. The Executive Specialist also contributes to maintaining a professional and positive organizational image and promoting strong relationships with key stakeholders, including donors, partners, and government agencies.

Tasks and responsibilities

• In coordination with FAO Ukraine personnel, draft or coordinate preparation of documents on operational, programme, project and policy issues for the Head of Office, including documents relating to FAO Ukraine Response Programme. • Provide FAO Ukraine senior management, FAO Headquarters and other FAO and external interlocutors with oral briefings on these issues. • Review and edit official / external correspondence on behalf of the Head of Office and support the Communications Coordinator in delivery of public communications activities. • Follow up with units and personnel of FAO Ukraine on instructions issued by the Head of Office, ensuring timely and high-quality delivery. • Liaise and coordinate with FAO Regional Office in Budapest as well as Divisions and Units in HQs on preparation of documents on operational, programme, project and policy issues. • Keep abreast of issues relevant to FAO’s activities in Ukraine, including the geo-political context, security developments and regional dynamics; advise the Head of Office and FAO Ukraine senior management on these issues; contribute to discussions on strategic questions and choices facing FAO and play an active role in strategic planning. • Provide high-level administrative and executive support to the Head of Office, including calendar management, scheduling meetings, managing the generic Head-of-Office mailbox and coordinating logistical arrangements. • Act as the first point of contact for the Head of Office, handle incoming enquiries and correspondence including facilitating signature of the Head of Office and directing them to the appropriate department or staff member as needed. • Prepare agendas, draft emails, compile briefing materials, and supporting documents for meetings and events involving the Head of Office, ensuring that all necessary information is accurate and up-to-date. • Assist in the preparation of external presentations, reports, and other documents as required by the Head of Office. Review and edit reports before submission to the Head of Office • Compile, analyze, and summarize relevant information and data, providing insights and recommendations to the Head of Office as needed. • Manage and maintain an efficient filing system for the Head of Office, including electronic and paper-based documents, correspondence, and reports. • Provide substantive support to the Head of Office and FAO Ukraine senior management in preparing for and attending internal and external meetings; ensure rigorous follow-up on action points emerging from meetings attended by the Head of Office. • Work with the Communications Coordinator to organize and coordinate meetings, conferences, workshops, and other events involving the Head of Office, ensuring that all logistical arrangements are made, and any necessary materials are prepared in advance. • Take minutes during meetings and rigorously follow up on action items as needed, ensuring that decisions and tasks are effectively communicated and completed in a timely manner. • Establish and maintain effective working relationships with internal and external stakeholders, partners, and donors. • Facilitate communication and coordination between the Head of Office and other departments, ensuring that information and decisions are shared efficiently and effectively. • Perform any other related duties and activities as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• A bachelor’s degree in business administration, International Relations, or a related field; a Master's degree is preferred. • A minimum of 5 years of professional experience in programme and/or executive support roles, preferably in an international organization or non-profit setting. • Working knowledge (level C) of English and limited knowledge (level B) of another FAO language. For PSA, working knowledge of English.

FAO Core Competencies

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

Technical/Functional Skills

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability • Consistently approaches work with energy and a positive, constructive attitude • Demonstrates strong oral and written communication skills and applies them in the work • Efficient and effective management of the Head of Office's schedule, ensuring that appointments, meetings, and travel arrangements are well-coordinated and aligned with organizational priorities. • Timely and accurate preparation of agendas, briefing materials, and supporting documents for meetings and events involving the Head of Office. • Well-organized and up-to-date filing system for the Head of Office, ensuring that documents, correspondence, and reports are easily accessible and retrievable. • Clear and concise minutes and follow-up on action items from meetings, contributing to the efficient implementation of decisions and tasks. • Strong working relationships with internal and external stakeholders, fostering a collaborative and supportive environment for the Head of Office. • Effective communication and coordination between the Head of Office and other departments, ensuring that information and decisions are shared and acted upon promptly. • Experience with a UN Agency would be an asset. • Experience in providing high-level administrative, advisory and executive support to senior leadership, including official communications, meeting coordination, and travel arrangements. • Excellent written and oral communication skills in English, with the ability to effectively convey complex information to diverse audiences. • Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment. • High level of discretion and confidentiality, with the ability to handle sensitive information and situations professionally and ethically. • Proficient in the use of standard office applications (e.g., Microsoft Office Suite) and other productivity tools.