Project Administrative Assistant

İşin təsviri

JOB TITLE:    Project Administrative Assistant

EMPLOER: Savings Banks Foundation for International Cooperation (SBFIC), project Responsible Finance in the Caucasus

DUTY STATION:   Baku

STARTING DATE:    01.04.2018

DURATION:     28.02.2021

WORKING HOURS:   full time

APPLICATION DEADLINE:  Including February 6th, 2018

The Assistant has the following accountabilities and responsibilities;

• Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
• Distributions of mail, e-mail and sending out fax messages ensuring the correct correspondence gets to the correct SBFIC staff member.
• Manage the diaries of the Regional Coordinator if required to assist with the smooth running of the office and key stakeholder’s schedules.
• Proof read and draft routine business correspondence for Regional Coordinator’s signature, editing, photocopying, scanning and binding documents;
• arranging internal & external meetings & conference calls/video conferencing & receiving visitors;
• Travel arrangements for various business trips, including visas arrangements and following up reimbursement process
• Office Management, including procurement, accounting and cash ledger
• Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms
• Maintaining the filing system to ensure instant retrieval of up-to-date information (Project link)
• Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings;
• Working with visiting missions in the related areas
• Other ad-hoc other secretarial and administrative duties when required.

Knowledge, Skills, Experience & Qualifications

Academic Qualifications

• Higher education, preferably in the field of economics or business studies
• Fluent English with excellent written and oral communication skills, command of at least intermediate German (B1) is mandatory
• Fluent knowledge of official local language, with excellent written and oral communication skills

Experience/Knowledge

• Prior secretarial and administrative experience is essential and mandatory
• Good organisational skills, proactive and flexible attitude to work essential.
• Ability to prioritise own work and to work on own initiative.
• Good communications skills, including pleasant and efficient telephone manner
• Ability to cope well under pressure
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Conscientious, reliable and flexible with a professional and helpful attitude.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Proven skills to do business correspondence and document writing, summarize information in written narratives and presentations including textual, numeric and graphic/charts parts

Interested candidates should submit their CV and a short motivation letter in English to the following e-mail address: [email protected]

Deadline for submissions is February 6th, 2018

Please, indicate job title in the subject of the e-mail. Please, name attached files with your first name and last name. 

Only short-listed candidates will be contacted for interviews.

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