Personal Assistant to Head of Office

Job Posting: 15/Feb/2021

Closure Date: 01/Mar/2021, 11:59:00 PM

Organizational Unit: FEAZE

Job Type: Non-staff opportunities

Type of Requisition: PSA (Personal Services Agreement)

Grade Level: N/A

Primary Location: Azerbaijan-Baku

Duration: 11 months

Post Number: N/A


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


Qualified female applicants and qualified nationals of non-and under-represented member countries are encouraged to apply. 

Persons with disabilities are equally encouraged to apply. 

All applications will be treated with the strictest confidence. ________________________________________________________________  

Organizational Setting:

FAO Partnership and Liaison Office in Azerbaijan

Reports to:

Ms. Melek Cakmak, FAO Representative

Technical Focus

Under the direct supervision of Head/Representative of FAO Partnership and Liaison Office and in close coordination with the Deputy Head and Administrative Unit, the Personal Assistant will perform the following tasks:

Tasks and responsibilities:

  • Assist the planning and scheduling of the FAOR daily and weekly activities, management of the calendar of the FAOR; schedule appointments; brief the supervisor on matters before meetings and trips.
  • Receive and accompany visitors of the FAOR;
  • Screen all incoming calls, general office email box and distribution of correspondence.
  • Prepare correspondence, directives, comments on behalf of FAOR for her signature and making follow-up when required;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to FAOR;
  • Assist in interpretation and translation (Azeri - English)
  • Prepare meeting minutes after meetings and distribution to meeting participants and records to be kept for further follow up;
  • Prepare travel arrangements (ITA preparation, security clearance, hotel reservations, budget estimations, etc.) for travel of the FAOR;
  • Prepare Travel Expense Claims (TEC) for the FAOR;
  • Receive, screen, file, distribute, draft, format, scan, register in Excel file and monitor incoming and outgoing correspondence and documentation from and to the FAO Representative and the country offices (SEC;REU);
  • Daily coordination of the driver's schedule;
  • Define office needs such as office supplies, cleaning supplies, and create PR for office needs.
  • Ensure that operational expenditures are in accordance with approved budgets and that all committing documents are complete and consistent.
  • Assist in administration of logistical arrangements of workshops and seminars.
  • Perform other related functions as required.


Minimum Requirements:  

  • Bachelor’s Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences.
  • 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
  • Work experience in international/diplomatic environments
  • Excellent communication, Tact and diplomacy, Report writing skills.
  • Fluency in English and Azerbaijani
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.),
  • National of Azerbaijan

FAO Core Competencies:

  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement
  • Completes tasks in a timely, cost-effective way and/or escalated properly


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



  • 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:
  • 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:


To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Only applications received through the recruitment portal will be considered. Candidates are requested to attach a letter of motivation to the online profile. If you need help, or have queries, please contact:


Closing date
Job from
FAO: Food and Agriculture Organization of the United Nations