Personal Assistant to Head of Office

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