Administrative Assistant to the Representative in the Kyrgyz Republic

Overview

Provide administrative support for the FAO Representative in Kyrgyz Republic.

You have:

• Secondary education, with bachelor's or similar education such as business administration, management, communications or office administration preferred.
• Working knowledge (level C) of English, Russian, and Kyrgyz.
• 3 years of progressively responsible secretarial and/or clerical experience.
• National or resident of the Kyrgyz Republic.

Organizational Setting

FAO has partnered with the Kyrgyz Republic since the country joined the Organization in 1993. A country office was opened in 2009. The present Country Programming Framework 2023–2027 is derived from the UNSDCF Kyrgyzstan (2023-2027). FAO assistance will contribute to the attainment of the national priorities related to improving food security and nutrition, promoting organic agriculture, increasing digitalization, stimulating agricultural and livelihood development and decent work creation, building household resilience, improving environmental protection, and enhancing sustainable natural resource management and adaptation to climate change. FAO’s assistance in Kyrgyzstan is shaped by the 2023-2027 FAO Country Programming Framework (CPF), which is centered on three strategic priority areas: Strategic Priority 1: Support national efforts to respond to people’s needs by ensuring equitable access to quality social services, including education, health, social protection and decent work, through effective policies and appropriate financing mechanisms, with the participation of all parties. Strategic Priority 2: Support national efforts to promote prosperity and resilience for all citizens through inclusive and equitable green socioeconomic development. Strategic Priority Area 3: Support national efforts to promote inclusive and gender-transformative approaches to climate action, disaster risk management and environmental protection to conserve natural resources and leverage ecosystem benefits for sustainable human development Reporting Lines

Under the guidance and direct supervision of the FAO Representative in the KR, the Administrative Assistant to the Representative ensures effective and efficient functioning of the Representative office, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Administrative Assistant to the Representative works in close collaboration with AFAOR, UN FAO staff, UN Agencies, and national authorities to ensure the efficient flow of information, actions on instructions, and agendas.

Technical Focus

Project operational and administrative support of FAO Representative in organizing the work

Tasks and responsibilities

Ensure effective and efficient functioning of the Representative office focusing on the achievement of the following results: • Manage the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings • Provide interpreter services for FAOR meetings and/or takes minutes of meetings • To support FAOR in terms of maintenance of protocol procedures established by MFA and/or Embassies, Representations etc. • Coordinate and contribute to preparation of high-quality briefing materials for FAO Representative for appointments, meetings, and missions • Management of Representative missions and representation schedule • Maintain rosters of partners, including contact information and calendar of important events, Prepare correspondence, directives, and comments on behalf of the Representative for his/her signature and making follow-up when required • Make travel arrangements and visa issuance for FAO Representative, Ensure provision of effective communications support to the office focusing on the achievement of the following results: • Maintain the filing system ensuring safekeeping of confidential materials. Use of automated filing system • Types correspondences, documents, reports, etc. maintain the relevant level of confidentiality, and ensure that spelling punctuation, and format are correct • Coordinate the information flow in the office and follow up on circulation files • Provide and coordinate secretarial services of the office, distributes special assignments to other secretaries, and review/clear correspondence for the supervisor's signature • Screen all incoming calls and correspondence • Participate in the organization and preparation of staff meetings or special meetings and take minutes and/or notes • Contribute and coordinate and monitor security issues in the office; coordination services provided by security company to the country office; implementation and follow-up DDOS and UNDSS recommendations and requirements • Perform other related duties required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary education, with bachelor or similar education such as business administration, management, communications or office administration preferred. • Working knowledge (level C) of English, Russian, and Kyrgyz • 3 years of progressively responsible secretarial and/or clerical experience • National or resident of the Kyrgyz Republic

FAO Core Competencies

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

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Power Point, Exchange). Very good typing skills • A teamwork spirit, flexibility and openness to work in an international environment are needed. Utmost tact, discretion, courtesy and trustworthiness are essential personal attributes • Excellent communication and interpersonal skills • Knowledge of the UN system is an asset • Experience in administrative matters, including clerical work and working with international personnel in the international organizations would be desirable • Computer literate: familiarity with Windows-based programs such as Word, Excel, Power Point and etc., experience or ability/desire to learn software-based administrative tools

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: fao.org