OVERVIEW

Post Number : 4KHADM0704RP

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, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 15-MAR-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

(Only candidates who are entitled to work in Cambodia may apply to this position).

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Head of Office (HFO) and direct supervision of Chief of Unit (Culture)/Programme Specialist, 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

• Produce complete and in final form documents, publications and correspondence related to the work of the Section/ Unit from draft texts. Search, locate, compile, review and update information and data used in the development of documents, work plans and budgets;  ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager. Provide administrative support for fund raising initiatives.
• Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO of the Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work;  follow-up and alert team members of outstanding  payments, timeframes and bottlenecks. Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support.
• Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support. Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
• Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents. Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software.
• Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned. Liaise with various internal services to obtain additional information/ clarifications. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
–
For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

Education

• Completion of secondary, technical and/or vocational education.

Work Experience

• At least three (3) years of relevant work experiences in administrative and/or secretarial support services or related tasks.

Skills and Competencies

• 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 with complex and sensitive situations.
• 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. Power Point 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 Experience

• Relevant experience in international organizations or United Nations agencies.
• Experience with Enterprise Resource Planning (ERP) tool(s).

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 annual starting salary for this post is 12 304 US $. For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

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.

Footer

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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. 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.