OFFICE AND ADMINISTRATIVE ASSISTANT

Location :            Phnom Penh, CAMBODIA

Application Deadline :  04-Jan-13

Type of Contract :            Service Contract

Post Level :         SB-2

Languages Required : English 

Duration of Initial Contract :       1 year with possibility of extension

Background

The goal of UN Women’s presence in Cambodia is to ensure that gender equality and women’s empowerment are achieved and women’s human rights are promoted and protected. As such, the focus of UN Women’s programmes in Cambodia can be summarized as the following:

    Promoting gender equality and women’s empowerment through building knowledge and skills within government and civil society to promote gender responsive laws, policies, plans and institutional structures to ensure the implementation of these in line with international human rights standards.....

    Promoting women’s effective leadership, including excluded groups of women and their meaningful participation in democratic governance

    Empowering excluded women’s groups in organising themselves and advocating for gender responsive policies and programmes

    Supporting innovative efforts of the government and civil society groups to ending gender based violence, addressing the impact of HIV/AIDS and promoting economic security

Duties and Responsibilities

Under the overall guidance and supervision of the Country Director (CD), the Office and Administrative Assistant will be responsible for assisting in daily general administrative, secretarial and logistical tasks of programme personnel in UN Women Cambodia.

1. Implementation of programme support office strategies

    Assist in the preparation of annual work plan and budgets of the programme support office as requested

    Facilitate follow-up of programme and office-related concerns with other office colleagues and partners as required

2. Provision of administration and logistical support for smooth running of the programme support office

    Send, receive, screen, route and file correspondence/documents related to the programme support office in an orderly and systematic manner

    Maintain a filing system, both hard and soft versions and develop a database for accessibility of documentation for programme coordinators/officers as well as the Country Director

    Assist in the establishment of a suitable system for classification, compiling, storing and processing materials including clippings and photographs for programme documentation

    Arrange appointments, receive visitors, place and entertain telephone calls

    Arrange and prepare all travel requirements for the programme personnel i.e. security clearance, request for payment of DSA, claims, etc.

    Make arrangements and assist in the preparation of meetings, trainings and presentations with partners

    Assist in payment requests by completing AP data entry forms and other documentation and following-up payment through UNDP finance

3. Support to programme support office maintenance and assets management

    Keep inventories of and maintain office equipment and supplies

    Arrange for procurement of equipment and office supplies following UNDP Rules

4. Support to knowledge building and knowledge sharing

    Note-taking during meetings and other activities as assigned

    Translation from English to Khmer and vice versa project reports and other documents as required

    Participation in the training for operations/project staff on administration

5. Perform other duties as required and assigned

Competencies

Corporate Competencies:

    Demonstrates commitment to UN Women’s mission, vision and values

    Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

    Shares knowledge and experience

    Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

    Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work

    Ability to review data, identify and adjust discrepancies

    Ability to produce accurate and well documented records conforming to the required standard

    Ability to handle a large volume of work possibly under time constraints

    Good knowledge of administrative rules and regulations

    Strong IT skills

Leadership and Self-Management

    Focuses on result for the client and responds positively to feedback

    Consistently approaches work with energy and a positive, constructive attitude

    Remains calm, in control and good humored even under pressure

Required Skills and Experience

    Secondary Education preferably with specialized certification in Accounting and Finance, Business or Public Administration, Economics, Political Science and Social Sciences would be desirable, but it is not a requirement

    Minimum of 4 years experience in handling administrative and financial matters

    Ability to handle many tasks at  the same time and pay attention to details

    Ability to define priorities

    Computer literate

    Good command of the English and Khmer language, both oral and written

    Must have the ability to work in an international and multi-cultural environment

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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