Executive Assistant

Organizational Setting

FAO Azerbaijan Partnership and Liaison Office, in close cooperation with the government and its in-line Ministries/Agencies, contributes to the sustainable agri-food systems, and supports the government with addressing issues food security, agriculture and rural development, natural resource management in the country. FAO’s technical assistance, provided mainly through projects, includes institution building, development of knowledge and competencies, and exchange of experience among FAO member countries.

Reporting Lines

The Executive Assistant will report directly to the Food and Agriculture Organization Representative (FAOR) in Azerbaijan Office and collaborate closely with other staff members within the FAO office.

Technical Focus

Under the overall supervision of the FAOR, and direct supervision of AFAOR the incumbent provides day-to-day assistance to travel, including the processing of TAs and TECs and provision of assistance in the use of corporate travel systems, to ensure the implementation of appropriate travel activities in conformity with the relevant rules, procedures and practices of the Organization.

Tasks and responsibilities

• Provide comprehensive administrative support to the FAOR, AFAOR, and others as required including managing calendars, scheduling internal and external meetings, briefing the supervisor on matters before meetings and trips, dealing with visitors, handling correspondence.

• Manage travel arrangements for the FAOR and visiting officials, including visa applications, flight bookings, accommodation, and transportation.

• Coordinate preparation of official correspondence, speeches, reports, and presentations as required. Handle communication on behalf of the FAOR and maintain effective communication channels within the office and with external stakeholders.

• Preparation of meeting minutes after meetings and distribution to meeting participants and records to be kept for further follow up.

• Facilitate coordination and collaboration among different units within the FAO office, ensuring smooth information flow and timely execution of tasks.

• Act as a liaison between the FAOR and other FAO offices, government agencies, international organizations, and stakeholders.

• Assist with the informal/formal interpretation and translation of all governmental and non-governmental letters as required.

• 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.

• Maintain record of all incoming and outgoing correspondance

• Perform other related functions as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, International Relation, Social Sciences or in relevant field

• At least three years of relevant professional experience working with UN agency or any international organization.

• Working knowledge (Level C) of English and Azerbaijani.

• National of Azerbaijan

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Strong written and verbal communication ability in English and Azerbaijani

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.