Vacancy for Executive Assistant

Brief description of UFAZ: UFAZ is an ambitious project initiated by the Presidents of the French Republic and the Republic of Azerbaijan in 2014. It is administered by the historic university of Azerbaijan - the Azerbaijan State Oil and Industry University (ASOIU) from the Azerbaijani side and the prestigious University of Strasbourg (Unistra) from the French side.

UFAZ delivers 2 national diplomas (French and Azerbaijani) at the Bachelor level in the following specialties: Computer Sciences, Chemical Engineering, Geophysics, Oil and Gas engineering. And at the Master level in the following specialties: Data Science and artificial intelligence, Physical chemistry/Chemical engineering, Geosciences. Tuition language is English.

Position description:

Position name: Executive Assistant

Type of contract: Full-Time

Position in the organizational structure: Attached to the Executive Director of UFAZ.

Starting date: As Soon As Possible

Key Responsibilities:

• Maintains and provides a support service for the Executive Director’s daily schedule, including forward planning of her workload, diary management and coordinating and collating all relevant paperwork (translation, coordination);
• Plans, coordinates and schedules meetings and conferences to be held by the Executive Director;
• Records weekly minutes of meeting and shares them with concerned employees;
• Writes or edits the official letter which should be sent to the government institutions;
• Organizes travel and accommodation for the management board upon request;
• Deals with telephone and email enquiries using an email system (e.g. Outlook) and redirects incoming calls accordingly;
• Uses variety of software packages to manage data and produce documents and presentations;
• Assists in the development and implementation of a variety of special events, indoor and outdoor activities;
• Files and retrieves corporate documents, reports and official letters;
• Registers and archives of UFAZ internal administrative documentation;
• Provides translation of documents issued by management;
• Updates the calendar of internal events held at the University;
• Liaises with staff in other departments and with external contacts;

Requirements:

• Master’s degree in education management, business administration or similar field
• 1+ year experience in relevant field;
• Fluent written and spoken Azerbaijani. Advanced level in English, with strong communication skills;
• Advanced office computer programs skills (Word, Excel, Outlook, etc.);
• Ability to write an official letter in Azerbaijani and English.

We Offer:

• Opportunities for professional development and career growth.
• A dynamic and supportive work environment.
• The chance to make a significant impact on the educational experience of students and faculty.

Interested candidates are requested to submit in PDF format in English language:

(1) a letter of interest and motivation specifying suitability for the position

(2) an updated resume

Send materials via e-mail to: [email protected] specifying the Job Title in the subject line.

Only shortlisted candidates will be contacted. The cut-off date for application is September 25, 2024.