Vacancies

Administrative Assistant

Department: Procurement and Administration Department

Location: Bishkek

Reports to: The Head of Operations

Job purpose: The Administrative Assistant is responsible for organizational support of visa and accreditation processes for foreign employees and their family members, including preparation, submission, and tracking of visa documents. Provides support in organizing international business trips for local staff. Provides comprehensive administrative support to the CEO. Performs additional administrative tasks as required.

Common information

The Aga Khan Foundation (AKF) brings together human, financial, and technical resources to address some of the challenges faced by the poorest communities in the world. With an emphasis on women and girls, AKF invests in human potential, expanding opportunities and improving quality of life. AKF was established in the Kyrgyz Republic to support sustainable socio-economic development in mountain communities by building partnerships. AKF aspires to improve the quality of life and self-reliance of young people and women in the Kyrgyz Republic through inclusive and innovative community-driven solutions, constant learning, and integrity.

Qualification requirements

Education: University degree in Economics, Law, Accounting, Finance, or related field

Experience: 2-5 years previous experience in a Personal Assistant or Executive Assistant role. 

Skills/Competencies

• Strong PC skills (Word, Excel, MS Outlook and Power Point)
• Excellent interpersonal, written and communication skills.
• The ability to use office equipment such as switchboards, fax machines and photocopiers etc.
• The ability to work in multi-disciplinary and multi-cultural team.
• Effective organizational skills
• Time Management skills

Languages: Excellent oral and written communication skills in English, Kyrgyz and Russian     

Duties:

• Providing Support in Obtaining Visas for Foreign Employees:
• Processing and submitting documents for obtaining visas, including:

             -   Sapar visa (J)

             -   Service/Official visa (O)

             -   Foreigner Family visa (FF)

• Processing and submitting documents for registering passports of foreign employees and their family members.
• Processing and submitting documents for             accreditation of foreign employees
• Providing support for any other requested accreditations
• Maintaining database of visas and accreditations of foreign employees
• Providing Support for Foreign Business Trips for Local Employees:

           -    Purchasing tickets

           -    Booking hotels

           -    Organizing transfers

• Provide additional support on assigned tasks as needed.
• Provides a bridge for smooth communication between the CEO office and internal departments and Branches.
• Successfully completes critical aspects of deliverables with a hands-on approach, including handling emails, phone calls and other communication for the CEO.
• Managing the CEOs calendar, including arranging meetings, appointments, and other relevant events.
• Organizes a filing system for important and confidential CEO’s documents, gathers and analyses information and prepares routine reports.
• Receiving and delivering messages and information to relevant parties.
• Organises SMT staff (bi)weekly briefing meetings, staff conferences and miscellaneous events; minute taking.
• Researching, booking transportation and accommodation as well as visa questions for any necessary travel.
• Filing and tracking any needed expenses, receipts, or invoices.
• Manages external visitors to the office: greeting them, preparing meeting rooms and videoconferencing services.
• Other responsibilities assigned by CEO.

Conditions

Interested and qualified candidates could express their interest in writing by submitting their applications by September 26, 2025, 23:59 (Bishkek time) to the following email address akf.hr.kg@akdn.org, indicating the job title and their name in the subject line.

For example: "Administrative Assistant_Name" and attach the following documents:

1. Cover letter, no more than 200 words;
2. CV;
3. Contact information for four referees;
4. Copies of educational documents verifying qualifications. 

Applications that do not meet the above requirements will not be considered.

Only shortlisted candidates will be contacted and invited for interviews.

All offers of employment will be subject to satisfactory references and appropriate screening checks which include criminal record checks. AKF Kyrgyzstan also participates in the Inter Agency Misconduct Disclosure Scheme. You can find out more on this scheme on this link: https://misconduct-disclosure-scheme.org/

“The Aga Khan Foundation (AKF) is committed to safeguarding, which means it promotes respectful relations with and between all staff, associates, beneficiaries and wider communities with whom it works, and takes all reasonable measures to prevent harm, including all forms of sexual exploitation, abuse, harassment (PSEAH), bullying, discrimination, harassment and abuse of power that may arise from contact with its staff, programmes or operations.

AKF also adheres to child safeguarding principles, as set out by the Universal Declaration of Human Rights and the Convention on the Rights of the Child.

All selected candidates will undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s), employment history and any potential history of misconduct. Selected candidates may be required to provide additional information to conduct a full background check.

All employees of AKF are required to adhere to the organizational safeguarding standards and principles and at all times to act with dignity, respect and to contribute to a safe environment free from any type of harassment, abuse or discrimination.