Executive Secretary

Job Description

About the Company:

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 22 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.

Job Overview: 

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).

Employment Benefits:

• Possibility to work remotely: subject to job role and management approval.
• Private health insurance including family coverage and life insurance
• NSSF (Health Care, Occupational Risk, Retirement)
• Khmer New Year and Pchum Ben Bonus
• Annual leave plus an additional day every three years
• Multicultural environment with staff from 22 nationalities
• Opportunities for growth and career advancement

Duties

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

Requirements:

Recruitment conditions:

• Language required: excellent level in Khmer, English and French (French language is a plus)
• References required
• Available to start as soon as possible
• Period of employment contract: one year (renewable)

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

Contact Information: 

• Address: #05, Monivong Blvd, Sangkat Srah Chak, Khan Doun Penh, Phnom Penh, Cambodia
• Contact Name: Human Resource Department
• Phone: 092 777 665
• E-mail: recrutement@pasteur-kh.org