Secretarial Assistant
JOB DETAIL
OVERVIEW
Post Number : 4KHADM0722RP
Grade : G-4
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Phnom Penh
Job Family: Administration
Type of contract : Fixed Term Field
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 16-OCT-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who have the right to live and work in Cambodia may apply to this position.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority and direct supervision of the Head of Office (HFO) and UNESCO Representative. This post performs a variety of administrative and office support duties in order to contribute to the smooth and efficient running of the Office and the flow and management of information within the Office.
Long Description
- Arrange appointments for the HFO, receive visitors, place and screen telephone calls and respond to routine requests for information.
- Review, record, distribute and process incoming mail; following up on impending actions; routes information and queries for response as appropriate.
- Respond or draft responses to standard/ routine correspondence and other communications.
- Uses word processing package to produce a wide variety of large, complex documents and reports, including formatting more complex letters, reports, technical documents, newsletters and other material. Proofreading documents and edits texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards for format.
- Searche, assemble, compile and organize information and reference materials from various sources for reports; preparing spreadsheets and presentations; graphs, charts and other visual aids.
- Provide secretarial, administrative and logistics support to meetings, committees, conferences etc.; preparing invitation letters; compiling and distributing working documents and other material; taking notes of internal meetings; assuring travel and hotel arrangements and prepares travel authorizations, compiling and prepares cost estimations and standard limited components of budget/ expenditure.
- Perform general administrative tasks (e.g., leave and attendance recording, input and retrieval of information in the automated systems; budget follow-up etc.).
- Maintain and update the Office electronic and paper records/files (e.g. information databases, mailing lists, participant lists); classifies and codes material; provides information to colleagues on records management standards and practices; and facilitates file transfers and retrievals.
- Any other task as assigned by Supervisor and the Head of Office.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION:
- Completion of Secondary, Technical and/or Vocational Education
WORK EXPERIENCES:
- At least 3 years of relevant work experiences in Administration and/or Secretarial support services or related tasks at national level in an international environment
SKILLS/COMPTENCIES:
- Excellent interpersonal and communication skills; strong service orientation and ability to deal efficiently with counterparts at different levels.
- Excellent planning, organising and time management skills
- Ability to analyze and interpret current and contemporary context/situation
- Good organizational and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.
- Ability to work as part of team, and provide efficient , quality and timely support and capacity to work efficiently under pressure.
- Sense of integrity, confidentiality, commitment and reliability.
- Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural background
- Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.) and social media management skills.
LANGUAGES:
- Excellent knowledge (written and spoken) of Khmer and English languages.
DESIRABLE QUALIFICATIONS
EDUCATION:
- Specialised training or courses in Secretarial Sciences or General Administration.
WORK EXPERIENCES:
- Relevant work experiences in UN System or other International Organisations.
SKILLS/COMPETENCIES:
- Knowledge of UNESCO administrative procedures and standard practices.
- Experiences with Enterprise Resource Planning (ERP) tool/s.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable. 30 days annual leave, family allowance, medical insurance, pension plan etc .
The approximate net annual starting salary for this post is US$ 12,304. For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
