Project 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. The Office provides support to Ukraine to develop 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

The selected candidate will work under the overall supervision of the FAO Regional Programme Leader for Europe and Central Asia/Budget Holder, the direct supervision of the Head of Programme in Ukraine, International Project Coordinator and Kramatorsk Field Office Coordinator in close coordination with the rest of FAO project’s team in Kyiv and Kramatorsk and relevant partners.

Technical Focus

Responsible for provision of assistance in programmatic and operational aspects of FAO response and recovery programme in eastern Ukraine.

Tasks and responsibilities

• Contribute to day-to-day tasks of the FAO programs/projects implemented in the Eastern region to ensure achievement of the expected results.
• Carry out all administrative tasks of the field office, including provision of necessary support for field missions (security clearance, travel authorization, travel expense claim, etc).
• Maintain office files, records, reports and other informational sources in accordance with accepted rules and policies.
• Write letters and send them to appropriate bodies.
• Provide financial management support, including management of office petty cash, procurement of supplies services required for the project and preparation of financial reports.
• Assist FAO international and national staff during their missions to the region, including preparation of the relevant documents required by the United Nations and Government of Ukraine.
• Assist the FAO Team in Kiev with translation of the documents and other correspondence as necessary;
• Provide interpretation during official meetings and field visits as necessary;
• Process incoming and draft outgoing correspondence, e-mails, reports and other written materials;
• Keep track on management of FAO vehicles fleet, including checking of driver’s logs;
• Accompany FAO experts and national and international specialists in field missions as and when necessary;
• Make arrangements for meetings, presentations and seminars.
• Assist in organization of trainings, workshops and other outreach events.
• Take notes during meetings and prepare meeting minutes; keep records of all information related to project.
• Collaborate with the whole project team, contributing to the entire project lifecycle; help team members to achieve project objectives.
• Maintain contacts with project stakeholders.
• Initiate draft project proposal ideas and present them to the management.
• Report updates verbally and in written form to management.
• 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 support work.
• Language skills: Working knowledge (Level C) of English; fluency in Russian and Ukrainian. Proficient in interpretation and translation (Russian, Ukrainian, English).
• IT Skills: Excellent skills 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.
• National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

• Ability to pay attention to detail.
• Good communication skills.
• Ability to solve problems.
• Highly organised in both time and in resources.
• Have a thorough understanding of project objectives and goals, ensuring all team members have the resources needed.
• Can multitask, work independently, work well under pressure, and work efficiently to meet strict deadlines.
• Have excellent interpersonal skills for collaborating effectively with others.

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
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/