Junior Operations Specialist

Описание

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 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

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.