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.
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.
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.
