Back Operations Specialist

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide. FAO Ukraine is seeking to increase the resilience of livelihoods to threats and crises that affect agriculture, food and nutrition, focusing on four major areas: - rural economic development - transition to sustainable agriculture and food production practices - adaptation to climate change - humanitarian assistance.

FAO Ukraine is the country office of the Food and Agriculture Organization of the United Nations, a specialized agency dedicated to achieving food security, reducing rural poverty, and promoting sustainable management of natural resources. FAO Ukraine works in close partnership with the government, civil society organizations, private sector, and other UN agencies to address the diverse challenges and opportunities in the agriculture, forestry, fisheries, and environmental sectors. By providing technical assistance, policy advice, and capacity development support, FAO Ukraine plays a vital role in fostering sustainable agricultural practices, strengthening the resilience of rural communities, and enhancing food security and nutrition across the country.

The role is in-office, based in Kyiv, Ukraine.

FAO has a “zero-tolerance” policy towards any form of SEA and for inaction on SEA by its personnel and by the employees of entities working with or providing services to the Organization across all programmes, projects, and activities.

Reporting Lines

Under the overall supervision of FAO Ukraine Head of Office, the direct supervision of the International Operations Officer 
and in close coordination with Project Coordinators, Technical Officers, and with administrative staff.

Technical Focus

The Operations Specialist performs a broad range of programme, planning and budgeting activities requiring in-depth analysis and interpretation of relevant policies, procedures and practices. They will be responsible for the provision of support to Project Management Units. The incumbent provides procedural guidance to managers and staff in the office in Ukraine. 

Tasks and responsibilities

The Operations Specialist will be responsible for operations support to FAO Ukraine, the smooth execution of tasks, and ensuring records are updated regularly and in a timely manner. The Specialist will carry out the following tasks: 

•    Ensure effective operational support to the FAO field programmes and projects executed in Ukraine; ensure consistency with the Organization’s operational requirements and the country’s rules and regulations.
•    Participate in the identification, formulation and preparation of programme, project and workplan proposals for the country in line with the new Project Cycle Guide; participate in the preparation of draft project documents; ensure high quality and consistency.
•    Ensure that the necessary financial and human resources are in place and that the appropriate goods and services are procured for the effective functioning of projects, in collaboration with others on the project team;
•    Coordinate the monitoring and review of project implementation to ensure that all operational activities are carried out in line with the work plan and the project document; coordinate the review of inputs, expenditures and time frames; identify inconsistencies and delays and, when necessary, propose corrective measures to overcome operational constraints;
•    Accompany field visits to project sites and/or accompany project managers and/or experts in their meetings with donors and government officials.
•    Coordinate the collection, maintenance, distribution and consolidation of technical and operational data ensuring that all project-related data and documentation is up to date in relevant corporate systems; analyse and summarize data from various sources, including FAO corporate systems, draft periodic or ad hoc management reports, verify data, answer queries and obtain additional information on transactions and operational matters;
•    Provide operational monitoring and quality assurance that relates to the implementation of Letters of Agreement (including by making recommendations on financial reports as to Manual Section 507 requirements and facilitating payments);
•    Prepare and finalize correspondence of operational nature regarding programme / project matters; initiate correspondence to verify data, answer queries, and obtain additional information on transactions and operational matters, as required;
•    Ensure appropriate recording and administrative processing of requests and inputs for FAO’s assistance received by Government, donors or other organizations;
•    Review current processes and make recommendations to improve programme/projects’ operational and administrative procedures;
•    Initiate and finalize budget revisions, no cos extension and follow up for FAO internal clearances 
•    Follow up on projects openings and closure actions (operational and financial) and with MEAL/Reporting Officers for projects semi, annual and terminal reports
•    Perform other related duties as required by FAO. 

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    Bachelor’s or equivalent in a discipline relevant to the mandate of the Organization including international relations, political/social sciences, food security, development, business administration, or related field
•    At least 3 years of dedicated and relevant experience in administrative, financial, planning, programming, and/or budgeting activities for projects;
•    Working knowledge/Fluency in Ukrainian (Level C) 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 is the abovementioned areas is considered an asset
•    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
•    Good knowledge of the corporate computerized financial / travel / human resources systems
•    Good knowledge of procurement regulations and procedures 
•    Good knowledge of FAO's administrative policies and procedures
•    Ability to take ownership and accountability for assigned processes and to work autonomously 
•    Ability to work quickly and under pressure

ADDITIONAL INFORMATION