Project Support Assistant
Position Summary Expectations - Duties, Responsibilities
Reporting line
The position will work in Better Factories Cambodia programme's Finance and Admin unit, under the direct supervision of the Finance and Admin manager. He/She will work in Better Factories Cambodia office in Phnom Penh, Cambodia.
Main duties and responsibilities
This position holds key responsibility for customer services in Better Factories Cambodia, he/she is expected to provide high quality of client service to BFC’s stakeholders and delivering general administrative support. The incumbent also contributes to the implementation of other BFC related activities.
- Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software.
- General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme. Welcome visitors and direct them accordingly to existing protocols.
- Update information on the project website and databases. Reply to queries and emails for information.
- Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request.
- Liaise/Request services from other work units inside or outside the office for completion of tasks.
- Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
- Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
- Compile routine financial data and information for project-related activities. Enter data to classify and code transactions.
- Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
- Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
- Provide clerical support and guidance to all ILO Cambodia staff on leave, and record leave in IRIS
- Coordinate with drivers, and car rental company to follow with assessment and advisory schedule to visit factories located in Phnom Penh and provinces.
- Perform other relevant duties as assigned.
- Education
- Completion of secondary school education, or preferably university course in a related field.
- Experience
- At least three years of general clerical work experience, preferably with an international organization.
- Languages
- Excellent knowledge of English and Khmer language.
- Knowledge and Competencies (technical and behavioural)
- Ability to organize own work.
- Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks.
- Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
- Ability to obtain services from other work units inside or outside the office for completion of tasks.
- Ability to work as a member of a team and manage a heavy workload under time pressure.
- Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
- Ability to draft correspondence and correct documents in accordance with established standards.
- Ability to work with accuracy and to pay attention to detail.
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- Excellent oral and written communication skills.
- Customer service skills in order to provide courteous, prompt and efficient responses to clients.
- Understanding of principles of non-discrimination and gender equality.
- Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
