Personal Assistant to Head of Office
Baku
- Organization: FAO - Food and Agriculture Organization of the United Nations
- Location: Baku
- Grade: Consultancy - Consultant - Contractors Agreement
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Occupational Groups:
- Administrative support
- Managerial positions
- FEAZE
- Closing Date: Closed
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FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
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Qualified female applicants and qualified nationals of non-and under-represented member countries are encouraged to apply.
Persons with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidence.
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Organizational Setting:
FAO Partnership and Liaison Office in Azerbaijan
Reports to:
Ms. Melek Cakmak, FAO Representative
Technical Focus
Under the direct supervision of Head/Representative of FAO Partnership and Liaison Office and in close coordination with the Deputy Head and Administrative Unit, the Personal Assistant will perform the following tasks:
Tasks and responsibilities:
- Assist the planning and scheduling of the FAOR daily and weekly activities, management of the calendar of the FAOR; schedule appointments; brief the supervisor on matters before meetings and trips.
- Receive and accompany visitors of the FAOR;
- Screen all incoming calls, general office email box and distribution of correspondence.
- Prepare correspondence, directives, comments on behalf of FAOR for her signature and making follow-up when required;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to FAOR;
- Assist in interpretation and translation (Azeri - English)
- Prepare meeting minutes after meetings and distribution to meeting participants and records to be kept for further follow up;
- Prepare travel arrangements (ITA preparation, security clearance, hotel reservations, budget estimations, etc.) for travel of the FAOR;
- Prepare Travel Expense Claims (TEC) for the FAOR;
- Receive, screen, file, distribute, draft, format, scan, register in Excel file and monitor incoming and outgoing correspondence and documentation from and to the FAO Representative and the country offices (SEC;REU);
- Daily coordination of the driver's schedule;
- Define office needs such as office supplies, cleaning supplies, and create PR for office needs.
- Ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
- Assist in administration of logistical arrangements of workshops and seminars.
- Perform other related functions as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements:
- Bachelor’s Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences.
- 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
- Work experience in international/diplomatic environments
- Excellent communication, Tact and diplomacy, Report writing skills.
- Fluency in English and Azerbaijani
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.),
- National of Azerbaijan
FAO Core Competencies:
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Completes tasks in a timely, cost-effective way and/or escalated properly
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Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
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