Operations Specialist

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 DRO/FAO Ukraine Head of Office and the direct supervision of the International Operations Officer and in close coordination with Project Coordinators and Technical Officers, and also with the administrative staff, the Operations Specialist will be responsible for the provision of support to Project Management Units.  

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. The incumbent provides procedural guidance to managers and staff in the Office in Ukraine. 

Tasks and responsibilities 

•    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 the Field Programme Management Information System (FPMIS): 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.
•    Three years of in administrative/ financial/ planning/ programming/ budgeting activities for both Regular Programme and Projects.
•    Working knowledge in Ukrainian (Level C) and working knowledge (Level C) in English.
•    Nationality of Ukraine.

FAO Core Competencies

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

Technical/Functional Skills 

•    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