Job vacancy Assistant

The World Health Organization has been providing technical support to the Government of Cambodia to strengthen national capacities to comply with International Health Regulations (2005) by implementing and monitoring the National Work Plan for Emerging Disease and Public Health Emergency in line with the new Asia Pacific Health Security Action Framework. The mission of the WHE is to help countries coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies. WHE brings together and enhances WHO's operational, technical, and normative capacities in outbreaks, emergencies and risk analysis to address all health hazards across the risk management cycle in a predictable, capable, dependable, adaptable and accountable manner. WHE is designed to operate within the broader humanitarian and emergency management architecture in support of people at risk of, or affected by, outbreaks and emergencies, consistent with ways that strengthen local and national capabilities.

Grade: G4

Contractual Arrangement: Temporary appointment under Staff Rule 420.4

Contract Duration (Years, Months, Days): 1 Year

Primary Location: Cambodia-Phnom Penh

Organization: WP_KHM Cambodia

Duties

• Under the general supervision of the WHE -Country Team Leader, the Incident Manager, and guidance of the Head of WHO Country Office, Cambodia, the incumbent will perform the following function:
• Screens incoming correspondence, documents and reports and routes to the supervisor with full background material and ensure sits distribution and follows up on deadlines;
•  Takes/transcribes non-technical and technical correspondence, reports, etc. from dictation, tapes and manuscripts, using word-processing equipment, ensuring grammatical accuracy, conformity with procedural accuracy and format;
• Drafts correspondence on routine matters on own initiative or from brief instructions, takes notes at meetings as basis for minutes and assists in providing interpretation, as and when required;
• Sets up schedules of appointments for supervisor and visitors, places and screens telephone calls and answers queries with discretion;
• Makes travel arrangement for the team, including transport/security clearances, preparation of briefing folders for duty travel;
• Opens/organizes and maintains projects files with an appropriate system for follow up on responses and deadlines;
• Undertakes searches, compiles and maintains information (on mandatory training and necessary follow-ups with the team, maintains overview of WHE Duty travel/leave plan/back up arrangement) relevant to the WHE and team
• Initiates administrative actions related to procurement and supplies, staff, travel, project agreements and follows up as needed, including using the Global Management System;
• Occasionally translates non-technical documents from Khmer to English and vice versa, if needed;
•  Maintains, updates and make the necessary follow ups on expenditure records, preparation of local purchase orders for supplies and equipment and preparation of reports, as and when required;
• Provides administrative support in organizing workshops, meetings and training courses, including preparations of related folder;
• Supports the Executive Associate by providing secretarial and clerical support to consultants and visiting staff, as and when required including visas application, entry clearance, and hotel bookings;
• Occasionally replaces secretarial staff within the country programme area during their absence as coordinated by the Executive Associate.

Requirements

• Education
• Essential: Completion of secondary school or equivalent. Secretarial training an advantage.
• Desirable: University degree related to administration and management.
• Experience
• Essential: Minimum three years' experience in secretarial/administration functions.
• Desirable: Work experience in WHO or other international organizations. Experience working in a multi-cultural and high pressure work environment.
• Skills
• Thorough knowledge of office procedures.
• Typing and stenographic skills at required speed.
• Ability to discern routine from non-routine; ability to draft correspondence, summary of meetings and notes for the record;
• ability to use word-processing equipment and software (experience with using Oracle software an advantage). 
• Ability to coordinate logistics arrangement, understand budget and financing system .
• Ability to work harmoniously as a team member, to adapt to diverse educational and cultural backgrounds and maintain high standards of personal conduct (motivated, conscientious, and dedicated).
• Use of Language Skills
• Essential: Expert knowledge of English and local language
• Other Skills
• Experience in Oracle-based or other ERP systems
• The work is performed in a typically normal office environmen