Administrative Officer / Consular Assistant
JOB TITLE: Administrative Officer / Consular Assistant
EMPLOYER: Company DUTY STATION: Azerbaijan
PUBLISHED: 2019-05-15 LAST UPDATED: N/A DEADLINE: 2019-06-14

Position: Administrative Officer / Consular Assistant
Location of work: Head Office Baku
Report to: Managing Director /Finance Manager
Probation period: 3 months

Responsibilities include, but are not limited to the following:

• Answer the incoming phone calls
• Check e-mail  accounts  on a regular basis
• Accept the internal mail from company sites for main office staff
• Manage the day-to-day operations of the office
• Assist senior management with administrative issues
• Order stationery and monthly consumables for HO and sites
• Arrange visas for incoming guests and expatriate staff
• Liaise with IT support for all IT issues at HO
• Control transportation and recording of archives
• Coordinating any maintenance job at office
• Absenteeism control of office based staff
• Keeping track of actions of site operation department and ensure the actions meet deadline
• Ordering stationary and consumables for office on  monthly basis
• Obtaining visas and liaison with Embassies
• Purchase airline tickets and make hotel reservations as required
• Arranging travel documents: accommodation abroad and tickets
• Assist with translation of documents, when required

Consular Assistant

• Emergency passport issue
• Assisting Consular staff with meetings, flight reservations and accommodation
• Correspondence with MFA and other authorities for getting flight permissions
• Participating in the operational meetings, taking notes, entering information to database.
• Other Consular and Administrative related  responsibilities required by Consul and Managing Director 

Reporting requirements:

Reporting to:  Administrative Officer / Consular Assistant
Employees reporting to this position:  None


• Medical Insurance
• Lunch
• Mobile phone (with monthly talk budget, the exceeded amount to be deducted from employee’s salary)


• Relevant work experience
• Relevant University degree
• Excellent languages skills in: English (Upper intermediate), Azeri, Russian
• Excellent skills in MS Word, MS Excel and Outlook
• Interpersonal skills & team member
• Good planning, organisational, analytical and decision-making skills
• Excellent communication and organizational skills

Please put position (Administrative Officer / Consular Assistant) in the subject of email.

All qualified candidates are required to send a short cover letter indicating this position and attach a CV to the HR Department by e-mail

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