Compound/Logistics and Fleet Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide. FAO Ukraine is seeking to increase the resilience of livelihoods to threats and crises that affect agriculture, food and nutrition, focusing on four major areas\: - rural economic development - transition to sustainable agriculture and food production practices - adaptation to climate change - humanitarian assistance.

FAO Ukraine is the country office of the Food and Agriculture Organization of the United Nations, a specialized agency dedicated to achieving food security, reducing rural poverty, and promoting sustainable management of natural resources. FAO Ukraine works in close partnership with the government, civil society organizations, private sector, and other UN agencies to address the diverse challenges and opportunities in the agriculture, forestry, fisheries, and environmental sectors. By providing technical assistance, policy advice, and capacity development support, FAO Ukraine plays a vital role in fostering sustainable agricultural practices, strengthening the resilience of rural communities, and enhancing food security and nutrition across the country.

The role is in-office, based in Kyiv, Ukraine.

Reporting Lines

Under the overall supervision of DRO/FAO Ukraine Head of Office and the direct supervision of the Head of Administration and Operations, with close coordination with the administrative staff, programmatic units, and personnel across FAO Ukraine.

Technical Focus

The Compound/Logistics and Fleet Assistant performs a broad range of activities to support the management of the FAO premises, logistics processes, and coordination of administrative areas relevant to the internal personnel and assets within FAOs fleet.

Tasks and responsibilities

The Compound/Logistics and Fleet Assistant will be responsible for compound, logistics and fleet support to FAO Ukraine, ensuring tasks run smoothly, records are updated on a regularly and timely manner, and for the following tasks\:

• Provide Administrative and Logistical Support to office, assess the office needs, furniture, utilities, maintenance, initiate action and follow up on delivery arrangement of ordered goods, develop the delivery schedule and follow-up with the respective stakeholders within FAO, Suppliers and beneficiaries (partners) on the delivery schedule;
• Coordinate with landlord on extension of lease agreement, follow up on supplies/services provided by landlord on timely manner;
• Make assessment and market research when and if there will be need to move the office to a new location;
• Ensure that the status of all inputs required for all offices and vehicles and control operations is established and maintained, including the proper maintenance of input and output records; anticipate possible stock-outs and propose operational solutions;
• Support in planning, preparation of routine documentation and correspondence related to compound/logistics actions (PR’s, Budget calculations, Financial evaluations), obtain clarifications from various stakeholders when necessary, perform market assessments to identify possible local suppliers;
• Assist in filing documents, correspondence and database records related to office logistics actions
• Plan, organize, facilitate and monitor vehicles movements within Ukraine, track individual trips/missions and ensure all needful clearances are obtained. Keep Vehicles/missions movement database updated and accessible to all FAOUA
• Prepare Standard Operating Procedure (SOP) for fleet operations;
• On regular basis, circulate mission plan to all project/staff and collect their inputs for a well-organized, structured and planned fleet movement within Ukraine
• Ensure fleet movement is in accordance with FAO security policies and local traffic rules and regulations;
• Manage vehicle logbooks, maintenance and servicing schedules;
• Maintain accurate and detailed records of vehicle inspections, services, spare parts and fuel consumption;
• Prepare and monitor on monthly basis vehicle logs for Kyiv and all other offices and ensure on timely submission of vehicle logs, fuel log and maintenance to the Head of Operations
• Maintain database of fleet costs for all vehicles
• Provide driving support to office as and when needed
• Perform other related duties as required by FAO.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• High school diploma
• At least 2 years of relevant experience providing supply in administration, logistics and/or supply chain, office management, fleet management, or similar
• Working knowledge or Native (Level C) Ukrainian
• Working knowledge (Level C) English
• National of Ukraine

FAO Core Competencies

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

Technical/Functional Skills

• Bachelor’s or advanced university degree in a discipline relevant to the assignment, including business administration, logistics, supply chain, or related area is considered an asset
• 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
• Critical thinking and ability to apply relevant regulations and procedures
• Ability to take ownership and accountability for assigned processes and to work autonomously
• Ability to work quickly and under pressure

ADDITIONAL INFORMATION