Executive Secretary for Direction and Administration Unit

Deadline: March 31, 2024

The Institut Pasteur du Cambodge (IPC) is a Cambodian non-for-profit research institution established in 1953, IPC is today a scientific research establishment declared of public utility placed under the high patronage of the Ministry of Health of the Kingdom of Cambodia and under the responsibility of the Institute Pasteur on the scientific and technical levels. The IPC is a member of the Pasteur Network, which brings together 33 institutes present on five continents. It shares the Pasteurian values and the ethical charter to which the Pasteur Institutes are bound. The IPC has more than 250 employees, including about 30 expatriates of 10 nationalities and includes 5 research units. It carries out research activities in health biology, public health and service activities (Medical Biology Laboratory, vaccinations and water and food analyses) and training.

Executive Secretariat assists the Directors (Director, Deputy Director, Administrative and Financial Director) in all their respective activities, particularly all administrative and secretarial work; organization and monitoring of diaries, management of mail, preparation and organization of meetings, drafting of correspondence, processing of specific files, management of mission orders and air tickets for missions abroad, organization of events organized on campus, management and monitoring of accommodation. This Executive Secretariat composes of two persons: An Executive Assistant and an Executive Secretary. The Executive Secretary is working under the hierarchical authority of the Executive Assistant.

The lnstitut Pasteur du Cambodge (IPC) is recruiting an Executive Secretary based at the Executive Secretariat of the Direction and Administration Unit. The initial contract is offered for one year (renewable).

Recruitment conditions :

Language required: excellent level in Khmer and English (oral and written, Min.C1), and French (oral and written Min B2)
References required
Available to start: as soon as possible
Period of employment contract: one year (renewable)

Main responsibilities :

To welcome Director’s guests
To assist visitors and clients
To assist in sending informative mails to internal and external recipients
To assist in preparing different documents (memorandum, decision) and administrative letters: certificate of attendance, residence…
To perform general office tasks including photocopying, scanning, and mailing
To manage all arrival and departure letter, contract, agreement….
To classify documents
To translate form English to Khmer (or vice versa) or communicate with the translating consultants.
To maintain office supply inventories
To manage and check employee mission orders (check, submission for signature, transmission)
To arrange travel requirements (booking flight tickets, hotels, taxi) for employee, visitor and the Director
To communicate closely with partners (Hotel, Travel agency, Airlines, …) to arrange the contracts
To maintain the booking calendar of meeting rooms
To assist in organizing and arranging meetings, conferences, and courses (national and international)
To update planning absent of head/deputy head of unit/service every month
To perform other duties assigned by the Administration and Management
To replace the Executive Assistant in case of absence

Communication:

To daily respond to the Public Information Request email
To update and monitor social networks content: Facebook, Website, LinkedIn
To assist the consultant in communication material and tools
To assist for media interview and follow up

Candidate Profile :

Bachelor degree in Business Administration or related field
Administrative experience (at least 3 years)
Be able to use Microsoft office, Outlook, Khmer tying…
Knowledge of social media used in a business context (will join the communication team)
Good planning and organizing (to support day to day activities)
Dynamism and pro-activity
Ability to work in a team as well as independently
Ability to learn new tasks quickly, to adapt and to be flexible
Have a sense of initiative
Rigor and professional awareness
Be able to maintain confidentiality and honesty
Knowledge of the operation of standard office equipment
Excellent verbal and written communication skills

The complete application includes a cover letter – with salary expectations, copies of diplomas if any, work certificates, curriculum vitae with a recent photo, Identity Card photocopy – all certified documents to the originals – are to be sent to the Human Resources department of Institut Pasteur du Cambodge #5, Monivong Blvd, Phnom Penh or by email to: [email protected], phone number: 092 777 665.