Junior Operations Specialist

Organizational Setting

The cooperation between the Food and Agriculture Organization of the United Nations (FAO) and the Government of Ukraine has been designed to reinforce national capacities and to contribute to the broader development of agriculture sustainable management of forests and fisheries and animal and plant disease control. FAO is also contributing to building resilience and supporting early recovery in conflict-affected regions by supporting the economic recovery of farmers and rural communities. FAOs presence in Ukraine has been scaled up across it three offices located in Kyiv Lviv; Kharkiv and Dnipro under the overall responsibility of the Head of the FAO Office/Designated Responsible Officer in Ukraine.

The recent and large-scale escalation in hostilities in Ukraine is exacerbating the already dire food security situation of the most vulnerable rural households and small response to the evolving situation FAO Ukraine is scaling up its emergency humanitarian and resilience programming in conflict-affected areas of Ukraine including previous areas of focus such as Donetsk Luhansk Zaporizhzhia and Kherson; Lviv and Zakarpattia in the West; and newly affected and newly accessible order to address the rapidly deteriorating situation FAO us guided by its Rapid Response Plan (RRP) that is aligned with the Humanitarian Response Plan (HRP) and the UNs Transitional Framework for Ukraine land focuses on responding to immediate needs by providing life and livelihood-saving assistance to the most vulnerable smallholder farming households impacted by the conflict as well as to providing urgent support to the countrys agrifood sector which contributes to both national and international food security. Supporting the capacity of the Government of Ukraine to sustain critical food system services is also a key pillar of the Plan.

The role is in-office based in Kyiv.

Reporting Lines

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

Technical Focus

The Junior Operations Specialist will assist in financial record management data collection and verification budget monitoring and report preparation; support administrative correspondence and office arrangements; help review purchase requisitions invoices and LOA documentation; process basic accounting adjustments; follow up on procurement HR Assets and provide operational and administrative support to ensure timely accurate and compliant project and office operations in line with FAO procedures.

Tasks and responsibilities

The Junior Operations Specialist will provide operational and administrative support to FAO Ukraine assisting in the timely execution of tasks and ensuring that records and documentation are accurately maintained. The Junior Specialist will carry out the following functions:

Provide day-to-day operational support to FAO field projects in Ukraine ensuring activities follow FAO procedures and national requirements and assisting with routine operational tasks under guidance from senior staff.

Support the preparation of programme project and workplan proposals by compiling data drafting basic inputs and ensuring documentation is complete and aligned with FAO templates.

Assist in coordinating the availability of financial and human resources and support procurement and recruitment processes by preparing documentation monitoring requests and liaising with administrative units.

Support the monitoring of project implementation by tracking inputs expenditures timelines and deliverables; identify basic discrepancies and alert the supervisor for follow-up.

Assist with logistical arrangements for field missions meetings and visits to project sites preparing required documentation and coordinating with partners as requested.

Collect update and maintain operational and technical data in relevant corporate systems; perform routine data checks compile information from multiple sources and prepare simple summaries or routine reports.

Provide administrative support to the implementation and monitoring of Letters of Agreement (LOAs) including verifying supporting documents tracking reporting deadlines and assisting with payment processing.

Draft and finalize routine operational correspondence respond to basic queries and request clarifications or additional information on transactions and operational matters.

Support the proper registration filing and processing of requests for FAO assistance ensuring documentation is complete and compliant with internal procedures.

Assist in reviewing operational processes and contribute suggestions for improving administrative workflows within the Operations Unit.

Support the preparation of budget revisions no-cost extensions and internal clearances by compiling data and ensuring required documents are in place.

Track actions related to project openings and closures and liaise with MEAL/Reporting Officers on routine updates for semi-annual and terminal reporting requirements.

Track actions and follow up on projects operational and financial closures.

Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

University degree in Business Administration Management Finance Economics or a related field.

At least three (3) years of relevant experience in operational support including financial record keeping budget monitoring project documentation or related office and project administration functions.

Working knowledge (Level C or native) of English and Ukrainian.

National of Ukraine.

FAO Core Competencies

Results Focus

Teamwork

Communication

Building Effective Relationships

Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

Confident user of office software packages (MS Word Excel etc.).

An advanced-level degree will be considered an advantage

Ability to work effectively under pressure adapt to evolving and complex humanitarian contexts and operate within multidisciplinary and multicultural teams.

Strong interpersonal facilitation and motivational skills with a proven ability to work as part of a team.

Capacity to meet tight deadlines and work independently with minimal supervision.

Good knowledge of humanitarian principles.

ADDITIONAL INFORMATION