Administrative Specialist

ADMISSIONS DEADLINE: 04 March 2026

PLACE OF WORK: Permanent Secretariat of the IGC TRACECA, Baku, Azerbaijan

PRELIMINARY DATE OF AN INTERVIEW: 10 March 2026

Main objective of the position: ensuring the administrative organization of the PS IGC TRACECA office work, including the issues of the budget formulation and execution, maintaining staffing and functioning of an administrative building.

Key tasks:

• Formulation of the drafts annual budgets of the PS IGC TRACECA to be submitted to the meetings of the IGC and PS IGC TRACECA, preparation of accompanying documentation for the draft budget, including an explanatory note on the income and expenditure side of the budget;
• Preparation of the draft Financial Report to be submitted to the meetings of the IGC and PS IGC TRACECA, support in the activities of the Auditing Team to monitor the execution of the PS IGC TRACECA budget, as well as development and implementation of measures to follow the recommendations of the Auditing Team;
• Formation, maintenance, amendments, additions and storage of the database of accounting information, including cash accounting, bookkeeping and cash flow reporting and financial statements on business trips of employees;
• Drawing up a procurement plan of the PS, its implementation and control over its execution;
• Performing work on keeping records of the property and business operations, including accounting for fixed assets, inventory items, settlements with suppliers for services provided, conducting an inventory of the assets;
• Drafting a plan for the refurbishment of the office building, office equipment, inventory and furniture, as well as ensuring its implementation;
• Maintaining personal files of the employees, including maintenance and storage (if necessary) of work books, calculating seniority, registration of pension files, preparation for archiving and making changes to personal files and work books related to the work of the employees;
• Keeping records of vacations, scheduling and registration of vacations in accordance with employment contracts of the employees and current legislation;
• Registration of admission, transfer and dismissal of employees in accordance with the labour legislation, employment contracts and orders, as well as maintaining a register of orders on staffing issues;
• Creation and maintenance of an electronic catalogue of the library.

Employment conditions

Full time employment, five-day working week (days off – Saturday and Sunday, non-working holidays). Contract period – 2 years, with the possibility of extension for the next two year period. 

All candidates must submit their applications by e-mail before the final admission deadline. The applications submitted incomplete and/or after the official admission deadline will not be considered.

Documents required to participate in the competition:

• application (form is available below),
• CV with photo,
• a copy of an identity document or passport,
• copies of the documents confirming the required professional education, qualifications and work experience,
• motivation letter;
• copies of the documents confirming the improvement or qualification assignment based on the results of additional professional education (optional),
• copies of the documents on awarding an academic degree, academic title (optional).

Documents written in languages other than Russian or English must be submitted with notarized translations.

Contestants can provide additional information about education, expertise, professional level and reputation (characteristics, recommendations, scientific publications, etc.).

The documents sent by e-mail should be in the MS Word or PDF format and forwarded to the e-mail address in the Apply for job button marked “Application for a vacancy of Administrative Specialist of the PS IGC TRACECA”.

The candidates in the short list only will be notified.

Detailed job description, required skills and capabilities, documents required for participation in the Competition are available via link: https://traceca-org.org/en/home/vacancy/