Administrative Assistant, G-4, Fixed Term Position, #00137794, Phnom Penh, Cambodia, APR
Overview
Provides administrative, secretarial, and operational support to a unit within the Operations/Administration function, ensuring smooth information flow and compliance with UNICEF procedures.
Key Responsibilities
- Manages incoming and outgoing correspondence, e-mails, and telephone calls.
- Communicates routine and some non-routine information.
- Establishes and maintains office filing and reference systems, both traditional and digital.
- Maintains office calendar and arranges meetings.
- Takes minutes of meetings and keeps correspondence organized.
- Supports capacity development activities and conferences by making logistical arrangements.
- Arranges times by liaising with participants over availability.
- Liaises with budget focal points and sections over costs and needs.
- Prepares background materials for participants and uploads cleared materials onto the intranet.
- Prepares and maintains agendas on meetings and events.
- Provides travel assistance to staff members for travel arrangements and entitlements.
- Liaises with relevant travel focal points to ensure best service and price for all travel.
- Briefs/de-briefs staff members on 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.
- Assists in the preparation of budgets on travel costs and maintains travel plan and budgetary control records.
- Monitors travel certification and reports back to the team.
- Collects invoices and files documents for approval, then processes 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.
- Monitors and supervises adequate and appropriate use of supplies.
- Ensures 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.
Required Experience
A minimum of four (4) years of relevant work experience in 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.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.