National Project Personnel – Administrative 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, direct supervision of FAO Ukraine Head of Office/Programme Coordinator and close coordination with FAO Ukraine Operations Officer, the Administrative Assistant will be responsible for the provision of routine administrative and office support services.

Tasks and responsibilities:

• 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;
• Assist with translation of the FAO documents and provide interpretation, on punctual basis;
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts.
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required.
• Maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard.
• Maintain a filing system of administrative and financial documents.
• Maintain liaison with local banks and financial institutions to keep up to date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.).
• Support the administration of personnel and equipment.
• Facilitate timely accreditation and registration of international staff in the MoFA of Ukraine and relevant entities or organizations.
• Assist all staff accreditation as focal point for UNDSS.
• Maintain close cooperation with UNDP administrative supporting services.
• Act as a focal point and participate in assigned working groups.
• Perform other related duties 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.
• National of Ukraine.

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of communication and documentation standards
• Good knowledge of corporate computerized financial / travel / Human Resources systems and administrative procedures and policies
• Good knowledge of the organizational structure

Selection Criteria

• Candidates to be called for interviews will be screened against the Minimum Requirements.