Operations Assistant

Closure Date: 12/Apr/2024, 12:59:00 AM

Job Type: Non-staff opportunities

Type of Requisition: NPP (National Project Personnel)

Grade Level: N/A

Primary Location: Ukraine-Kyiv

Duration: 12 months, with possibility of renewal

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) has reinforced its presence in Ukraine by signing an agreement with the Government to set up a Project Office that will facilitate and expand the provision of technical and humanitarian assistance to the country’s most vulnerable communities, especially in rural areas.

Ukraine joined FAO in 2003 and since 2015 the Organization has been operating in two strategic directions: emergency humanitarian response in conflict-affected oblasts and agricultural development across the whole country. Following the outbreak of the conflict in Ukraine in February 2022, FAO has scaled up its activities in the country to support agricultural production and food systems with the aim of protecting the food security of vulnerable households and communities across Ukraine.
To implement its 2023 Response Plan for Ukraine, FAO requires USD 205 million to restore the food security and self-sufficiency of 500 000 rural households in seven frontline oblasts and other areas heavily impacted by the war, to restore agricultural production and critical value chains by providing support to small- and medium-sized producers, and to provide coordination and technical support to the Government of Ukraine to support critical food system services.

The Response Plan was formulated to respond to the priority intervention areas and target beneficiaries outlined by the Ministry of Agrarian Policy and Food (MAPF), to be consistent with the UN-wide response to the ongoing humanitarian crisis in Ukraine, and to respond to the distinct needs of vulnerable rural households and small- and medium-sized agricultural producers across the humanitarian-development-peace-nexus with a focus on responding to immediate needs while also building resilience. In addition, the Response Plan delineates FAO’s role in generating accurate, timely analysis and evidence of the food security and sectoral situations in Ukraine to inform the programming of FAO and other development partners as well the Government of Ukraine’s policy response and related actions. Furthermore, the Response Plan has been formulated to complement FAO’s development portfolio that was being implemented prior to the outbreak of the war.

Reporting Lines

Under the overall supervision of the Designated Responsible Officer (DRO)/FAO Ukraine Head of Office and the direct supervision of the Head of Operations/Operations Officer, while in close coordination/collaboration with Operations Specialist(s), Technical Officers, and administrative colleagues within the Support Services Stream.

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  
  
•    Bachelor’s university degree in a field related to business or public administration
•    One year of relevant experience in office management, administration, accounting and/or audit, budget or finance
•    Working knowledge in Ukrainian (Level C or native) and working knowledge (Level C) in English
•    National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

•    Advanced university degree in business administration, international relations, finance, management, accounting, social sciences, or related discipline will be considered an asset
•    Experience working with UN Agencies / INGOs / International Organization or in an international context will be considered an asset
•    Specialized training in project management and programme operations will be considered an asset
•    Very good knowledge of the MS Office applications, Internet and office technology equipment
•    Ability to effectively learn and use project management software and other information systems/databases
•    Ability to take ownership and accountability for assigned processes and to work autonomously 
•    Ability to work quickly and under pressure
•    Rigor and demonstrated attention to detail

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• 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.