Administrative Assistant to the FAO Representative

The Administrative Assistant to the FAO Representative ensures effective and efficient functioning of the Representative's office, maintaining confidentiality, managing protocol procedures, information flow, and follow-up on deadlines and commitments. The role supports the FAO Representative in administrative, secretarial, and communication tasks to facilitate the office's operations in Kyrgyzstan.

Responsibilities

• Manage the supervisor’s calendar, contacts with high-ranking visitors, and the arrangement of appointments and meetings.
• Provide interpreter services for FAOR meetings and/or take minutes of meetings.
• Support FAOR in terms of maintenance of protocol procedures established by MFA and/or Embassies, Representations etc.
• Coordinate and contribute to the preparation of high-quality briefing materials for the FAO Representative for appointments, meetings, and missions.
• Manage Representative missions and the representation schedule.
• Maintain rosters of partners, including contact information and a calendar of important events.
• Prepare correspondence, directives, and comments on behalf of the Representative for his/her signature and make follow-up when required.
• Make travel arrangements and visa issuance for the FAO Representative.
• Maintain the filing system, ensuring safekeeping of confidential materials using an automated filing system.
• Type correspondences, documents, reports, maintaining confidentiality and ensuring correct spelling, punctuation, and format.
• Coordinate the information flow in the office and follow up on circulation files.
• Provide and coordinate secretarial services of the office, distribute 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, coordinate and monitor security issues in the office; coordinate services provided by the security company to the country office; implement and follow-up of DDOS and UNDSS recommendations and requirements.
• Coordinate logistics and administrative support for high-level missions, delegations, and events hosted by the FAO office.
• Serve as the primary focal point for capturing, organizing, and tracking tasks assigned during FAO Representative-led management meetings.
• Maintain a structured task log or action tracker, clearly indicating responsible persons, deadlines, and status updates.
• Assist with raising International Travel of FEKYR Office and its projects (raise international TAs, submit TECs for international travel, follow up timely submission of BTORs and other documents by travelers).
• Maintain adequate stocks of office supplies, including stationery, drinking water, and other essential office items; monitor inventory levels regularly; initiate timely procurement requests; and ensure proper storage and distribution of supplies to staff as needed.
• Perform other related duties required.

Requirements

• Secondary education, with a bachelor’s or similar education, such as business administration, management, communication, or relevant education preferred.
• 3 years of progressively responsive secretarial and/or clerical experience.
• Working knowledge of English level (C) of the FAO and working knowledge of the local language(s) is required (Russian and Kyrgyz).
• National of Kyrgyzstan or resident of the country with valid work permit.
• Proven strong communication, interpersonal and negotiation skills.
• Experience in analytics.
• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, PowerPoint, Exchange) et al.
• Advanced typing skills.
• Relevant secretarial and office management and/or general administration, including working with international personnel.
• Ability to organize work systematically, set priorities, and meet deadlines.
• Ability to structure and convey information in an appropriate format, ensuring accuracy and consistency.
• Ability to plan, organize, implement and report.
• Excellent communication, writing and presentation skills in English and Russian, knowledge of Kyrgyz is an asset.
• Familiarity with UN operational procedures is an asset.
• Demonstrated ability to work under difficult conditions and a high degree of pressure.
• Work experience in international development organizations.
• The incumbent must possess teamwork spirit, ability to work under minimum supervision, flexibility.
• Ability to keep sensitive information as confidential.
• Capacity to take initiative, and suggest modifications in the process.
• A cooperative spirit, flexibility, and openness to work in an international environment are needed.
• Utmost tact, discretion, courtesy, and trustworthiness are essential personal attributes.
• Adherence to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.
• FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

Skills

• Secretarial experience
• Clerical Experience
• English Language Proficiency
• Russian Language Proficiency
• Office Applications
• Microsoft Office Suite
• Typing Skills English
• Office Management
• General Administration
• Information Structuring
• Work Planning
• Deadline Management
• Report Writing
• Presentation Skills
• UN Operational Procedures
• International Development Experience
• Confidentiality Management
• Communications Skills
• Interpersonal Skills
• Negotiation Skills

Languages

English, Russian, Kyrgyz