Administrative Assistant to the FAO Representative

Organizational Context

The FAO Representation in Kyrgyzstan (FEKYR) aims to assist the government in developing policies, programs, and projects to achieve food security, reduce hunger and malnutrition, and promote sustainable agricultural, fisheries, and forestry sectors. FAO Kyrgyzstan supports national priorities including food security, nutrition, organic agriculture, digitalization, rural development, decent work, resilience, environmental protection, and climate change adaptation. The Country Programming Framework 2023-2027 guides FAO's assistance, focusing on equitable access to social services, inclusive green socioeconomic development, and gender-transformative climate action.

Job Purpose

The Administrative Assistant to the FAO Representative plays a crucial role in ensuring the efficient operation of the Representative's office. This position involves close collaboration with the FAO Representative (FAOR), Assistant FAO Representative (AFAOR), other FAO staff, UN agencies, and national authorities. The primary objective is to facilitate the smooth flow of information, manage the execution of instructions, and coordinate agendas. The role is vital for maintaining effective communication, administrative support, and protocol adherence within the FAO Representation in Kyrgyzstan, contributing to the overall achievement of FAO's objectives in the country.

Responsibilities

The Administrative Assistant is responsible for ensuring the efficient functioning of the FAO Representative's office. Key duties include managing the Representative's calendar, coordinating appointments with high-ranking visitors, and arranging meetings. The role involves providing interpreter services or taking minutes for meetings, and supporting the Representative in maintaining protocol procedures. This includes preparing high-quality briefing materials, managing the Representative's mission schedule, and maintaining partner contact information and event calendars. The Assistant will prepare and follow up on correspondence, directives, and comments on behalf of the Representative, and make travel arrangements and visa arrangements. Additionally, the role involves managing the office filing system, ensuring confidentiality, and typing correspondence and reports accurately. The Assistant will coordinate office information flow, provide secretarial services, screen calls and correspondence, and participate in organizing staff meetings, including taking minutes. Monitoring security issues, coordinating security services, and following up on recommendations are also part of the responsibilities. The Assistant will coordinate logistics for high-level missions and events, serve as the focal point for tracking tasks assigned during management meetings, and maintain a task log. Assisting with international travel arrangements, managing office supplies, and performing other related duties are also required.

Work Experience

A minimum of three years of progressively responsible secretarial and/or clerical experience is required. Experience in office administration and operations support is essential. Familiarity with UN operational procedures and experience working in international development organizations are considered assets.

Skills

Essential skills include results focus, teamwork, communication, building effective relationships, and knowledge sharing. The candidate must possess strong communication, interpersonal, and negotiation skills, with the ability to effectively use standard office software (MS Office suite). Advanced typing skills, systematic work organization, priority setting, and deadline management are crucial. The ability to structure and convey information accurately, plan, organize, implement, and report is necessary. Excellent written and presentation skills in English and Russian are required; knowledge of Kyrgyz is an asset. The candidate should demonstrate the ability to work under pressure, maintain confidentiality, take initiative, and possess a cooperative spirit, flexibility, and trustworthiness for an international environment.

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