Overview
The Executive and Administrative Assistant supports office operations by performing a variety of standard administrative processes, ensuring high quality and accuracy of work. The role promotes a client, quality and results-oriented approach and works in close collaboration with operations, programme and project teams.
Key Responsibilities
- Provide general administration and operations support including organizing shipments, customs clearance, travel arrangements, visa processing, and maintenance of premises and filing systems.
- Coordinate and organize administrative Human Resources services, including providing information on HR strategies, maintaining position data, creating vacancy announcements, managing attendance and leave, and processing contract extensions and entitlements.
- Provide HR administrative support to international and national staff, including UNLP and visa renewals, contract extensions, and administration of national benefits and allowances.
- Support recruitment and administration of consultants, process payments, and administer entitlements for international staff.
- Facilitate staff separation processes and ensure completion of clearance procedures.
- Screen candidates, conduct preliminary assessments, and participate in interview panels.
- Prepare recruitment recommendations and supporting documentation.
- Provide regular recruitment status reports and monitor compliance with performance appraisals and learning plans.
- Facilitate the preparation of office and individual learning plans and coordinate logistics for training delivery.
- Coordinate and support orientation/induction sessions for new staff.
- Prepare staffing and personnel-related reports and draft responses to HR-related enquiries.
- Maintain and update internal databases and files on HR matters.
- Provide high-quality executive support to the UN Women Country Representative, including calendar management, scheduling, and coordination of travel.
- Organize and attend meetings and events, prepare minutes and summaries.
- Handle and screen calls with discretion and maintain an up-to-date roster of contacts.
- Support external relations and partnership activities by facilitating interactions with partners and coordinating logistical arrangements for high-level visits.
- Provide translation and interpretation support in Russian, English, and Kyrgyz for meetings, documents, and communications as required.
- Receive and greet high ranking officials/visitors and ensure protocol matters are handled.
Required Experience
At least 6 years with secondary education or 3 years with bachelor’s degree of progressively responsible experience in administration, procurement, HR, or logistic support service is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Qualifications
Completion of secondary education is required. Bachelor’s degree in business administration or related fields is desirable.
