International Administrative and HR Specialist

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) has established a Project Office in Ukraine to enhance technical and humanitarian aid to vulnerable rural communities. Ukraine, an FAO member since 2003, has seen the organization focus on emergency response and agricultural development. Since February 2022, FAO has significantly increased its support for Ukraine's agricultural sector and food systems to safeguard food security amidst the ongoing conflict. This position is based full-time in Kyiv, Ukraine.

Job Purpose

This role provides leadership and oversight for administrative and human resources functions, crucial for effective program and project execution. The incumbent will ensure all administrative and HR processes are planned, coordinated, monitored for quality and compliance, and followed up according to FAO regulations and approved work plans. As the functional leader of the Administrative Unit within the FAO Ukraine Project Office, the position involves coordinating a diverse team and managing core administrative and HR operations. Close collaboration with senior management, program managers, and headquarters counterparts is essential to deliver efficient, compliant, and responsive administrative support for program delivery.

Responsibilities

The International Administrative and HR Specialist will manage key administrative and HR functions within the Country Office, adhering to FAO rules and regulations under the guidance of the Head of Office and relevant FAO divisions. Responsibilities include advising hiring managers on staff and affiliate workforce matters, supporting efficient HR service delivery, and assisting with staff recruitment. The role involves supporting internal and external HR audits and implementing recommendations, identifying HR team capacity gaps, and proposing development solutions. Confidentiality and discretion are paramount. The incumbent will participate in interview panels for affiliate personnel and exercise supervisory functions over affiliate personnel. Key duties also encompass leading the Country Office's administrative portfolio, including fleet, premises, and facilities management, and developing/monitoring corporate administrative activities. This includes optimizing office premises, providing strategic oversight on FAO administrative policies, coordinating procurement planning, and ensuring administrative control frameworks are in place. Training personnel on administrative matters, preparing management reports, standardizing administrative tools, and contributing to business continuity planning are also core functions. Maintaining effective relationships with UN agencies and government counterparts, ensuring data protection, and updating corporate administrative tools are also required.

Work Experience

A minimum of 5 years of relevant professional experience in administrative support, human resources, or related office administration functions is required. Experience in field operations and managing processes with multi-stakeholder involvement is also necessary.

Skills

Key skills include results focus, teamwork, communication, building effective relationships, and knowledge sharing. Experience in diverse work locations, particularly in field or emergency contexts, is beneficial. Familiarity with FAO/UN administrative and HR procedures is highly desirable. Strong organizational skills, proficiency in MS Office, and knowledge of IT systems are essential. Excellent written and verbal communication skills are required for effective work in a multicultural environment.

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