2302887
Executive Assistant
Job Posting: 20/Sep/2023
Closure Date: 04/Oct/2023, 9:59:00 PM
Organizational Unit : FEAZE – FAO Partnership and Liaison Office in the Republic of Azerbaijan
Job Type: Non-staff opportunities
Type of Requisition : NPP (National Project Personnel)
Grade Level : N/A
Primary Location: Azerbaijan-Baku
Duration : 12 months
Post Number : N/A
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
- FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
- Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
- Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
- FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
- All selected candidates will undergo rigorous reference and background checks
- All applications will be treated with the strictest confidentiality
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: Careers@fao.org
- 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.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY
- To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
- Candidates are requested to attach a letter of motivation to the online profile
- Once your profile is completed, please apply, and submit your application
- Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
- Incomplete applications will not be considered
- Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
- Only applications received through the FAO recruitment portal will be considered
- Your application will be screened based on the information provided in your online profile
- We encourage applicants to submit the application well before the deadline date. If you need help, or have queries, please contact: Careers@fao.org
FAO IS A NON-SMOKING ENVIRONMENT