Organizational Setting

FAO Ukraine is implementing a portfolio of EU-funded projects aimed at supporting farmers and assisting the Government of Ukraine in its EU accession processes. The projects focus on fisheries and forestry reforms, value chain development across fisheries, forestry and agriculture, as well as the development of new modules and functionalities within the State Agrarian Register (SAR).

The SAR is an automated electronic system established with the technical assistance of the European Union and managed by the Ministry of Economy, Environment and Agriculture of Ukraine. It serves as a unified digital platform for the effective and transparent administering of all types of support to Ukrainian farmers—including state budget subsidies, soft loans, grants financed by international partners, and other forms of technical assistance.

FAO is piloting EU-type grant support programmes through the SAR to promote the inclusion of micro and small agricultural producers in fisheries, forestry and agricultural value chains. This grant programme comprises two key instruments\:

A Matching Grant Scheme, targeting smallholder farmers and small-scale agri-SMEs, providing investment support across various value chains; and

Technical Assistance to Grant Beneficiaries, offered on both a pre- and post-investment basis, to ensure access to the technical, business advisory, and agronomic support required for successful and sustainable investments.

FAO Ukraine is seeking a Project Assistant to support the project team in day-to-day tasks and ensure the smooth implementation of these EU-funded initiatives.

The role is in-office, based in Lviv.

Reporting Lines

Under the overall supervision of the Head of Office and the Head of Programme, the direct supervision of the Project Coordinator, and in close coordination with administrative units, relevant project personnel in Ukraine, the Regional Office (REU) and Headquarters, as needed.

Technical Focus

The National Project Assistant plays a crucial role in ensuring effective management and coordination within the EU funded development projects.

Tasks and responsibilities

The Assistant will be responsible for providing and assisting in programmatic and operational support to the implementation of relevant projects in Ukraine, including\:

• Support the Programme team and the Project Coordinator(s) in preparation of documents and activities related to project implementation, such as\:
o Preparation and record of work plans, procurement plans, communication plans, minutes of meetings and other project related documents;
o Drafting of purchase requisitions and processing of related documentation with guidance of the respective project coordinator;
o Prepare data required for operational updates and reporting needs of the projects assigned;
o Support drafting of Expression of Interest, Call for Proposal, Letters of Agreement processes;
o Support with managing partners and LoA related activities including preliminary review of progress reports and financial information and supporting documentation;
o Collect, process and clean, project data, upon needs.
o Monitor project activities to assess progress, identify potential challenges and issues that could affect project implementation, propose corrective actions, liaise with relevant parties, identify and track follow-up actions.
o Contribute to the preparation of progress reports, financial reports, and other documents as required by FAO, donors, and other stakeholders.
• Provide logistical support to the Project and project consultants in conducting different project activities (workshops, stakeholder consultations, arrangements of field visits, etc.).
• Facilitate collaboration and partnership-building between FAO, government agencies, local authorities, NGOs, and other relevant stakeholders, and organize meetings with beneficiaries, partners, and stakeholders.
• Support remotely or in the field, the preparation and implementation of farming community surveys related to needs assessment/beneficiary impact assessment, damage and loss assessment, consisting of the formulation of sampling, the development / ad hoc translation of questionnaires and interpretation of meetings, in cooperation with the technical staff and FAO field staff.
• Assist in the preparation of logistics, materials, and resources for workshops and training sessions.
• Assist in organizing and coordinating the procurement of services and goods under the project, contribute to the development of procurement plans, preparation of technical specifications, purchase requisitions, etc.
• In coordination with the Project Coordinator/Manager, guide the work of consultants and subcontractors and oversee compliance with the agreed work plan;
• Support the Project Coordinator/Manager(s) in preparation for field trips\: agree on the itinerary, agree on the meeting sports with Services providers and local authorities, prepare travel documentation and draft back to office reports.
• Support grant analyst team in preparation necessary documents according to approved GOM.
• Perform any other related duties and activities as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Agriculture, Business Administration, Economics, Rural Development, or a related technical field.
• At least two (2) years of experience supporting administrative and/or operational project activities and/or liaising and facilitating communication between stakeholders
• Working knowledge (Level C or native) of English and working knowledge (Level C or native) of Ukrainian
• National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of MS Office applications, Internet and office technology equipment. Ability to use MS Office software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in an appropriate format.
• Field experience will be considered an advantage
• Advanced level degree will be considered an advantage
• Able to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams;
• Team player with good interpersonal skills, and facilitation/motivational skills;
• Ability to work under pressure to tight timelines and without direct supervision;
• Knowledge of humanitarian principles.

ADDITIONAL INFORMATION