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Administrative Assistant

Phnom Penh

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Phnom Penh
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Women's Empowerment and Gender Mainstreaming
  • Closing Date: Closed

Background

Under the guidance and supervision of the Operations Manager, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes and ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
 
The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the country office and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

  • Implementation of operational strategies;
  • Support to effective and efficient functioning of the country office;
  • Support to administrative services;
  • Support to office maintenance and assets management;
  • Support to knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies:

  • Full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
  • Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Provision of inputs to preparation of administrative team results-oriented workplans.

2. Support to effective and efficient functioning of the country office:

  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
  • Compilation and preparation of briefing and presentation materials, speeches; background information and documentation for meetings and missions;
  • Translation of simple correspondences, when required.

3. Support to administrative services:

  • Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
  • Performance of a Buyer role in Atlas and preparation of POs for travel activities;
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, Preparation of Purchase Orders (POs);
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • Extraction of data from various sources;
  • Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
  • Provision of logistical support to knowledge building and knowledge sharing within the office;
  • Assisting in the preparation of budget, provision of information for audit.

4. Support to office maintenance and assets management:

  • Maintenance of records on assets management, preparation of reports;
  • Maintenance of files and records relevant to office maintenance;
  • Provision of support to maintenance of common premises and common services.

5. Support to knowledge building and knowledge sharing:

  • Participation in the training for the operations and programme staff on administration;
  • Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the country office. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women as an effective contributor to the development of the country.

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 standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
  • Ability to perform work of confidential nature and handle a large volume of work
  • Good knowledge of administrative rules and regulations
  • Strong IT skills, knowledge of Atlas is desirable
  • Ability to provide inputs to business processes re-engineering, implementation of new system

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 humour even under pressure

Required Skills and Experience

Education:

  • Secondary education. Certification in administration is desirable.

Experience:

  • At least 5 years of relevant experience in administration or programme support service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in handling of web-based management systems.

Language Requirements:

  • Fluency in English and Khmer language;
  • This post is for Cambodian Nationality only.

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

This vacancy is now closed.
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