Administrative Assistant G-4 Fixed Term Position, Phnom Penh, Cambodia

## Administrative Assistant G-4 Fixed Term Position, Phnom Penh, Cambodia - Organization:UNICEF - United Nations Children's Fund - Office:UNICEF in Phnom Penh, Cambodia Administrative Assistant, G-4, Fixed Term Position, #00137794, Phnom Penh, Cambodia, APR Position type:Fixed Term Appointment Division/Equivalent:Bangkok (EAPRO), Thailand Department/Office:Phnom Penh, Cambodia Categories:Administration UNICEF works in over 190 countries and territories to save children's lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence. At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job - it is a calling. UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package. Visit our website to learn more about what we do at UNICEF. For every child, the right to Support How can you make a difference? The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations. Job organizational context: UNICEF Cambodia Country Office works in partnership with the Royal Government of Cambodia, civil society, communities, and development partners to promote and protect the rights of every child, in line with the Convention on the Rights of the Child. The Country Programme focuses on improving child survival, development, protection, and participation, with particular attention to the most disadvantaged and excluded children and families, thereby advancing equity and sustainable national development. The Administrative Assistant (GS-4) is based in the UNICEF Cambodia Country Office in Phnom Penh and provides administrative, secretarial, and operational support to the assigned unit within the Operations/Administration function. The post contributes to the effective functioning of the unit by ensuring the smooth flow of information, timely coordination of administrative processes, and compliance with UNICEF rules, policies, and procedures. Working under the supervision and guidance of the supervisor, the Administrative Assistant supports daily office operations, including communication and correspondence management, meeting and event coordination, travel and logistics arrangements, record-keeping, and processing of routine transactions in UNICEF administrative systems. The role requires close collaboration with colleagues across sections and interaction with both internal and external stakeholders to ensure efficient service delivery and operational continuity in support of programme and operational objectives. Purpose for the job: Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks for the respective unit requiring full knowledge of UNICEF administrative procedures, processes and policies. Communications & Workflow - Facilitates the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs. - Manages incoming and outgoing correspondence, e-mails and telephone calls. - Communicates routine and some non-routine information pertaining to the work of the team. - Establishes and maintains the office filing and reference systems, both traditional and digital; and ensures the inter/intra-net websites are up-to-date and accurate. Calendar/Meetings/Correspondence Management - Maintains office calendar and arranges meetings. - Take minutes of meetings and keep the correspondence of the unit well organized. - Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts. - Arranges times through liaising with participants over availability. - Liaises with budget focal points and section over costs and needs. - Prepares background materials for participants and uploads cleared materials onto the intranet. - Prepares and maintains agendas on meetings and events related to the work group commitments. - Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization's rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel. - Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures. - Extracts, inputs, maintains, and verifies correctness of travel records in the organization's travel system to ensure accurate transactions related to travel costs and staff travel. - Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records. - Monitors travel certification and report back to the team. - Responsible for collecting invoices and filing documents for approval and, thereafter processing in VISION. - Uploads electronic files and verifies results to destination system. - Responds to client transaction status and other inquiries. - Supports management of administrative supplies, office equipment, and updating inventory of items. - Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards. - Arranges for the purchase and timely distribution of office supplies. - Maintains and updates a system which monitors the absence of staff. If you would like to know more about this position, please review the complete Job Description here: CBD2027002 Administrative Assistant G4_rev.pdf To qualify as a champion for every child you will have... Minimum requirements: - Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. - Work Experience: A minimum of four (4) years of relevant work experience in the following fields is required: Administration, Operations, calendar management, meeting coordination, travel administration, logistics coordination, invoice processing, records management, procurement support, stakeholder communication or any other related fields. A bachelor's degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master's degree may replace an additional two years. - Skills: Communication skills, organizational skills, Microsoft Office, problem solving, time management, and customer service. - Language Requirements: Fluency i