Administrative Clerk

Food and Agriculture Organization

Dushanbe, Tajikistan

Experience: 0 to 3 Years

Skill Required: HR and Admin

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.
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.
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.