International Administrative and HR 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 war 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.

This role is based full-time in office, with duty station in Kyiv, Ukraine.

Reporting Lines

The position holder reports to and is under the direct supervision of the Head of FAO Office in Ukraine

Technical Focus

The assignment provides leadership and oversight of administrative and human resources functions in support of programme and project implementation. The role ensures effective planning, coordination, quality control, compliance monitoring, and follow up across all administrative and HR processes, in line with FAO rules, procedures, internal controls, and approved work plans.

The incumbent provides functional leadership of the Administrative Unit of the FAO Ukraine Project Office, coordinating the work of a multidisciplinary team and overseeing core administrative and HR functions. The role works closely with Senior Officers, programme managers, and counterparts in the Regional Office and Headquarters to ensure efficient, compliant, and responsive administrative support to programme delivery.

Tasks And Responsibilities

The International Administrative and HR Specialist performs the following delegated key functions, within the limits of authority defined by the Head of Office and in accordance with FAO rules and regulations, to support effective administration and human resources management within the Country Office. Under the supervision of the Regional Senior Administrative Officer/HR Officer and the Head of Office, and with the overall technical guidance of the Human Resources Division and relevant administrative units, the incumbent performs the following functions:

• Provide advice on staff and affiliate workforce matters to hiring managers.
• Support delivery of HR services for efficiency and effectiveness.
• Attend internal/external meetings as requested.
• Provide support with the hiring of staff and affiliate workforce.
• Provide support during internal and external audits on HR-related matters and follow-up with closure of agreed actions/recommendations.
• Identify capacity gaps and training needs for the HR team and propose solutions to address the gap through capacity development or other knowledge sharing opportunities.
• Maintain confidentiality and handle sensitive information with discretion.
• Participate in interview panels for the recruitment of affiliate personnel (but not staff members)
• Exercise supervisory functions over other affiliate personnel (but not staff members)
• Lead the administrative portfolio of the Country Office, including fleet, premises, and facilities management, ensuring the effective functioning of all support services.
• Develop, implement, and monitor corporate administrative activities, identifying IT and logistical constraints while proposing solutions to improve quality, timeliness, and cost-effectiveness.
• Optimize the management of office premises, common premises, including space allocation and the provision of services for renovation and maintenance.
• Provide strategic oversight to management and project teams on the application of FAO administrative policies, procedures, and standards.
• Lead and coordinate administrative initiatives, monitoring progress, resource needs, performance indicators, and risk mitigation measures.
• Coordinate administrative procurement planning, including facilities, utilities, IT, operational assets, and fleet-related requirements.
• Ensure the implementation of administrative control and verification frameworks, providing oversight to support accuracy and audit readiness across all non-HR administrative functions.
• Train and guide personnel on all administrative matters to ensure institutional knowledge and compliance.
• Prepare and review management reports, analytical briefs, and dashboards related to administrative capacity, service delivery, and resource requirements.
• Lead the standardization of administrative tools, workflows, and templates to enhance efficiency and service quality.
• Contribute to business continuity and operational preparedness planning regarding administrative and workforce arrangements.
• Support change management initiatives affecting administrative processes, ensuring clear communication and stakeholder engagement.
• Maintain effective working relationships with UN agencies and government counterparts to support administrative coordination and data exchange.
• Ensure the protection of administrative data in line with organizational policies and data protection standards.
• Ensure regular updates in corporate tools relevant to Administration, i.e. UNINFO common premises, COIN and etc…
• Perform other duties as required.
  
  

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree from an institution recognized by the International Association of Universities (IAU)/UNESCO in business or public administration, management, accounting, human resources, or a related field.
• At least 5 years of relevant professional experience in administrative support, human resources, or related office administration functions, with skills gained in roles of increasing complexity or responsibility.
• Proven experience in field operations and managing processes with multi-stakeholder involvement.
• Working knowledge of English (Level C).
  
  

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions and emergency context.
• Knowledge of FAO/UN administrative and HR procedures and rules is highly desirable.
• Experience supervising the development and implementation of administrative control procedures and coordinating external auditing exercises.
• Strong organizational skills with the ability to track activities, timelines, and standard budgets, and flag issues as needed.
• Proficiency in MS Office (Word, Excel, Outlook), IT systems and software; Knowledge of Oracle is desirable.
• Strong written and verbal communication skills and ability to work effectively in a multicultural environment.
  
  

Call For Expressions Of Interest - Vacancy Announcement

Job Posting

11/May/2026

Closure Date

25/May/2026, 5:59:00 PM

Organizational Unit

FEUKR

Job Type

Non-staff opportunities

Type of Requisition

Consultant

Grade Level

N/A

Primary Location

Ukraine-Kyiv

Duration

Up to 11 months

Post Number

N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture.
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply;
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
  
  

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.