Job Purpose
Performs administrative and financial support services for AZRM Finance and Administrative Unit (FAU). Coordinates for knowledge dissemination activities, database management, and other administrative functions. The incumbent will report to designated International Staff and senior Finance and Administration Officer.
Responsibilities
Mail/Written Communication/Follow-up
- Ensures that all correspondence and documents are properly typed, prepared, submitted on time and in compliance with AZRM’s standards.
- Ensures all the incoming mails are logged, properly distributed and brought to the attention of FAU’s staff, and that all outgoing mails/faxes are delivered on time.
Oral Communications/Internal & External Contacts
- Provides efficient administrative services by proper screening of incoming telephone calls, taking accurate messages, dealing with queries from internal/external callers to ensure they are referred in a timely manner to FAU’s staff.
Calendar/Travel
- Ensures the effective coordination of FAU staff’ schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by the supervisors and in accordance with bank procedures.
Office Finance and Administration
- Provides administrative assistance to FAU’s staff which includes preparation of correspondences and documents and efficient administrative services.
- Assists with scanning and photocopying of finance and administrative documentation.
- Ensures the filing systems and records are properly and securely maintained and updated in accordance with an existing framework for easy retrieval.
- Assists with proper maintenance of database for AZRM service providers/suppliers and timely advise FAU’s staff on renewal of contracts.
- Assists with routine institutional procurement tasks, preparation of required documentation (requisition forms, purchase orders, etc.)
- Assists with maintaining an organized and comfortable office environment, timely notification, and liaison with the building management on provision of assistance with smooth delivery of purchased by AZRM food/cleaning supplies, furniture, equipment, etc. to AZRM office.
- Assists with monitoring of AZRM fixed assets, preparation of standard reports for donated assets, transferred and/or newly purchased property items.
- Ensures timely delivery and collection of finance related documentation to/from the bank.
- Ensures availability of sufficient stock of office supplies and timely informs SFAO/FAA for required replenishment.
- Monitors the cleanliness and functioning of the office space and facilities, and contact cleaners and/or maintenance staff as required.
Others
- Performs any other duties as may be required by FAU’s staff.
- Working extended hours may be required as needed.
Relevant Experience & Requirements
- Bachelor’s degree
- At least 3-5 years relevant experience in a private or public organization
- Good memo composition and editing skills
- Ability to work with individuals from different cultural/national backgrounds
- Good interpersonal skills
- Ability to manage priorities and workload within general schedule of work, instructions and standardized practices
- Ability to maintain composure under pressure
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good oral and written communication skills in English and Azeri, knowledge of Russian is preferable.
