Operations 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 DRO/FAO Ukraine Head of Office and the direct supervision of the Head of Operations / Operations Officer and in close coordination/collaboration with Operations Specialist and Technical Officers, and also with the administrative staff.

Technical Focus

The incumbent’s work impacts directly on the smooth and efficient operations of the field programme/project activities of the Country Office. He/she supports in a broad range of programme, planning and budgeting activities requiring in-depth analysis and interpretation of relevant policies, procedures, and practices. The incumbent provides procedural guidance to managers and staff in the Office in Ukraine.

Tasks and responsibilities

The Operations Assistant will be responsible for operations support to FAO Ukraine, operations tasks run smoothly, ensuring records are updated on a regularly and timely manner and for the followings tasks:

- He/she is responsible for the day-to-day operations support of the field projects and will provide assistance in project planning, implementation progress monitoring and closures. - Acts as a focal point for assigned matters related to the daily operation of the FAO Ukraine country project(s) - Supports in the preparation of the project task force meetings and ensures the availability of secretarial support - Ensures timely provision of inputs for personnel, technical support services, sub-contracts, training, equipment/supplies and other needs related to project operations - Assists with the preparation of project work plans, monitoring progress and, where, necessary, identifies corrective measures to overcome operational constraints - Assists with the management of the project budget and prepares revisions as required - Assists the timely preparation and submission of project progress and terminal reports required (as specified in the project agreements), as well as contributing to the preparation of analytical reports - Assists with actions related to timely field project completion/closure, including identification of project follow-up requirements - Assists with the preparation and/or assessment of new projects - Ensures the data/documentation in the Field Programme Management Information System (FPMIS) uploaded for all pipeline and operational field projects in the country - Effective and efficient coordination and provision of the technical and operational support of the programme and project activities - Performs other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

- Advanced university degree in a field related to business or public administration. - Specialized training in project management and programme operations. - One year of relevant experience in office management, administration, accounting and/or audit, budget or finance. - 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

- Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange). - Ability to effectively use project management software and other information systems /databases. - Very good knowledge of the corporate computerized financial / travel / human resources systems. - Good knowledge of human resources, administration and procurement regulations and procedures. - 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.