Administrative Assistant to the FAO Representative

Organizational Setting

The main aim of FAO Country Office, 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. FAO Kyrgyzstan assists the Government of the Kyrgyz Republic to develop policies, programmes and projects to address the root causes of hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors and to use environmental and natural resources in a sustainable manner. FAO participates in the development and implementation of field projects in the sectors of food security, agriculture and rural development. This requires the integration within the broader framework of sustainable food and agriculture that aims at increasing production and productivity, addressing climate change, and managing natural resources; and enhance rural livelihoods.

The present Country Programming Framework 2023–2027 is derived from the UNSDCF Kyrgyzstan (2023-2027).

FAO assistance will contribute to the attainment of the national priorities related to improving food security and nutrition, promoting organic agriculture, increasing digitalization, stimulating agricultural and livelihood development and decent work creation, building household resilience, improving environmental protection, and enhancing sustainable natural resource management and adaptation to climate change.

FAO’s assistance in Kyrgyzstan is shaped by the 2023-2027 FAO Country Programming Framework (CPF), which is centered on three strategic priority areas:

Strategic Priority 1: Support national efforts to respond to people’s needs by ensuring equitable access to quality social services, including education, health, social protection and decent work, through effective policies and appropriate financing mechanisms, with the participation of all parties.

Strategic Priority 2: Support national efforts to promote prosperity and resilience for all citizens through inclusive and equitable green socioeconomic development.

Strategic Priority Area 3: Support national efforts to promote inclusive and gender-transformative approaches to climate action, disaster risk management and environmental protection to conserve natural resources and leverage ecosystem benefits for sustainable human development.

Reporting Lines

Under the guidance and direct supervision of the FAO Representative in the KR, the Administrative Assistant to the Representative ensures effective and efficient functioning of the Representative's office, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made.

Technical Focus

The Administrative Assistant works in close collaboration with AFAOR, UN FAO staff, UN Agencies, and national authorities to ensure the efficient flow of information, actions on instructions, and agendas.

Tasks and responsibilities

Ensure effective and efficient functioning of the Representative office, focusing on the achievement of the following results:

• • 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
• • To 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
• • Management of Representative missions and the representation schedule
• • Maintain rosters of partners, including contact information and a calendar of important events
• • Preparation of correspondence, directives, and comments on behalf of the Representative for his/her signature and making follow-up when required
• • Make travel arrangements and visa issuance for the FAO Representative 
• • Ensure provision of effective communications support to the office, focusing on the achievement of the following results:
• • Maintain the filing system, ensuring safekeeping of confidential materials. Use of an automated filing system
• • Types correspondences, documents, reports, etc. maintain the relevant level of confidentiality, and ensure that spelling, punctuation, and format are correct
• • 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 and coordinate and monitor security issues in the office; coordination services provided by the security company to the country office; implementation 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

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum 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.

FAO Core Competencies

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

Technical/Functional Skills

• • Extent and relevance of work experience in office administration and operations support
• • 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.

Selection Criteria

• • Ability to plan, organize, implement and report
• • Extent and relevance of experience in office administration work
• • 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