Administrative Clerk

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• 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
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization (FAO) has played a crucial role in supporting agricultural development and food security in Tajikistan. Through collaborative efforts with the government, FAO has implemented projects aimed at enhancing agricultural productivity and food security, as well as at promoting sustainable practices and resource management.

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist Governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall supervision of FAOR in Tajikistan and in close collaboration with FAO Representation and Projects’ Office staff, the incumbent will assist with the following tasks\:

Tasks and responsibilities

• Assist the FAOR in all routine tasks related to office administration.
• To implement the tasks of Office Clerk, Personal Assistant and Administrative Clerk;
• Prepare the Travel Authorization in the system GRMS.
• To submit Travel Expense Claim in the system
• Manage travel reservation (flight booking, reservation hotels)
• Arrange security briefing with travellers and provide briefing information.
• Follow up to get approvals for TA, TEC etc.
• Keep travel plans updated both local and international staff, Obtain relevant clearances from relevant authorities on exceptional cases.
• Obtain visas and permission for travellers.
• To coordinate with Finance, HR, Procurement and Operation units
• Receive, screen, log and route incoming and outgoing correspondence and documents, attach necessary background information and maintain a follow-up system.
• Draft routine correspondence, including letters and minutes of meetings as directed;
• Organize meetings and appointments, including organization of coffee-breaks and lunches if necessary, keep agendas and take notes at meetings;
• Keep directories of names, addresses and contact numbers of Government officials, international and national NGOs and other relevant organizations inside and outside Tajikistan;
• Assist in facilitating communication between FAO and government, donors, partners from/into local languages;
• Operating the telephone switchboard, receiving and channelling calls receiving and sending fax messages;
• Organize and maintain a proper filing system for all incoming and outgoing correspondence;
• Perform any other duties as required.
• Meetings and appointments of FAOR are well-organized, the respective agendas are updated on daily basis, the respective system is developed;
• Weekly minutes and the list of confirmed tasks to be implemented is distributed among respective FAO employees no later than Tuesday evening;
• Correspondence sent timely by FAO to Partners and other third parties is tracked in terms of responsible focal point and stage/level of consideration;
• Directories of names, addresses and contact numbers of local and international counterparts regularly updated (at least once in quarter), relevant fling system properly organized and maintained;
• Communication with partners and other third parties is conducted in professional and appropriate to the position's level manner;
• All mail/packages are collected and distributed promptly;
• Required tasks are completed as soon as possible and in a safe manner.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary school education
• At least 3 years of previous experience in working for international organizations in administrative or project activities and in the secretarial/administrative field. Experience in a general administration or personal assistance, withing international organization is an asset.
• Fluency in English, Russian and Tajik languages (written and oral).
• National of Tajikistan or with work and residence permit.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Higher education or certification in business administration or management is an asset.
• Excellent computer skills, including Windows, Microsoft Office, Internet, etc.
• Good knowledge of the communication and documentation standards
• Good knowledge of administrative procedures and policies
• Very good knowledge of the organizational structure.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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 or have queries, please contact\: Careers@fao.org
• Applications received after the closing date will not be accepted.
• Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
• For other issues, 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.

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 create a one-time registration with FAO’s client support team for further assistance\: https\://fao.service-now.com/csp

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