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Administrative Assistant

Phnom Penh

  • Organization: WHO - World Health Organization
  • Location: Phnom Penh
  • Grade: GS-7, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2022-07-04

OBJECTIVES OF THE PROGRAMME

The overall goal of the WHO Country Office, Cambodia is to support health development by ensuring a functional health care system that has the capacity to deliver responsive quality services that are accessible, affordable and equitable for all populations of Cambodia. The administrative unit supports the HWO's Office with all the administrative requirement needed to achieve WHO goals.

DESCRIPTION OF DUTIES

Under the general supervision of Programme and Administrative Officer (PAO) and guidance of the Head of WHO Country Office, the incumbent will perform the following administrative functions:

(1) Serve as the principal assistant to the Programme and Administrative Officer

a) Prepare correspondence, reports, evaluations and justifications on general administrative or specialized tasks within assigned area of responsibility;
b) Prepare informal translation/interpretations of document received, as and may be required; and
c) In the absence of the Programme and Administrative Officer, assume administrative responsibilities for the daily operations of the office.

(2) Carry out broad administrative support functions in the daily operation of the HWO's Office particularly in the areas of personnel, finance, registry, supply and transportation. Assist the PAO in the supervision of activities related to office and ground maintenance, transport, security and similar activities.

a) Participate in the recruitment and training of general service staff for specialized and non- specialized work, including evaluating candidate applications, administering tests, conducting preliminary interviews and ensuring satisfactory completion of administrative formalities;
b) Provide briefing and guidance to staff on general administrative matters relating to work procedures and practices and ensures administrative support as required;
c) Advise and assist staff in obtaining entry visas, visa extension, identity cards, in-country travel permits, driving licenses and other personnel related documents in accordance with the requirement of the Organization and national laws. Maintain related records of staff members and their dependents;
d) Facilitate immigration and customs formalities for incoming and outgoing WHO staff/visitors. Prepare relevant communications and documentation;
e) Coordinate/monitor the daily transport requirements of the office and provide administrative assistance on matters related to WHO vehicles and drivers, including assignment of drivers to meet work requirements;
f) Responsible for the travel and hotel arrangements for WHO staff, visitors, fellows and participants in meetings;
g) Prepare and complete administrative formalities for supplies and equipment for the HWO's Office, projects, household goods and personal effects of internationally recruited staff and maintain follow-up on action required. Evaluate and recommend suitable places for purchase office supplies and equipment and facilitate local purchase for the HWO's Office and projects;
h) Act as the focal point for inventory record of office and project equipment and supplies;
i) Act as cashier in the operation of the WHO Office imprest accounts; and
j) Assist in the verifications of overtime, travel claims, invoices for payment.

(3) Perform other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Graduation from secondary school with training in administrative work.
Desirable: Graduation from university with advance training in administration, finance and management.

Experience

Essential: Ten years experience in administrative work or similar duties preferably including work experience in the UN environment.
Desirable: Work experience in other international organizations in administrative, finance and management functions

Skills

Thorough knowledge and understanding of office procedures and broad administrative functions;
Ability to prepare substantive correspondence, reports and document;
Good interpersonal and communication skills, tact, diplomacy and versatility;
Ability to use word-processing equipment and various software applications;
Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Knowing and managing yourself
Producing results
Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Khmer.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 27,362 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

  • This vacancy notice may be used to fill other similar positions at the same grade level
  • Only candidates under serious consideration will be contacted.
  • A written test may be used as a form of screening.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
  • Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  • For information on WHO's operations please visit: http://www.who.int.
  • WHO is committed to workforce diversity.
  • WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
  • WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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