Administrative Assistant, BFC

Introduction

The garment, textile, and footwear sector remains at the heart of the Cambodian economy, generating 74% of export earnings and formally employing more than 650,000 Cambodians, the majority of them women. It is estimated that each garment worker supports another three to four family members. This means two million Cambodians depend on the garment sector for their livelihoods. The Better Factories Cambodia (BFC) programme started operating in Cambodia in 2001.

BFC is a partnership between the International Labour Organization and the International Finance Corporation that began conducting independent assessments of working conditions in Cambodian apparel factories in 2001. BFC currently assesses working conditions against ILO core international labour standards and Cambodian labour law in around 580 factories employing approximately 600,000 workers.

Since the start of the programme, BFC has aimed to improve working conditions and productivity in the Cambodian garment and footwear sector, collaborating at multiple levels of the supply chain to create sustainable solutions for all. In doing so, the programme aims to achieve improved worker health and wellbeing, as well as a knock-on effect on workers' families’ welfare, while at the same time strengthening the national industry via increased productivity and profitability in factories.

Improving labour standards in global supply chains, and ensuring that workers' rights and entitlements are protected help distribute the benefits of trade. BFC supports enterprises in implementing the ILO core international labour standards and Cambodian labour law. This helps enterprises compete in global markets where many buyers demand compliance with labour standards from their suppliers.

For the programme’s strategic phase 2019-22, BFC implements, in collaboration with the national constituents, a four year strategy that aims to transform the garment industry into a competitive industry where workers rights are being respected, employers and workers can solve problems through mature social dialogue, where institutions can intervene, advise and enforce where required and where brands support continuous improvement through stable order and fair prices.

The project has three components:
(1)    Enterprise assessments against (a) ILO core labour standards and Cambodian labour law and (b) quality and productivity;
(2)    Enterprise advisory, and training services designed to support practical improvements in the factory; and
(3)    Stakeholder engagement and sustainability.

For more information about the project see: betterwork.org/where-we-work/cambodia

Under the overall guidance of the project Chief Technical Advisor and under the direct supervision of a Team Leader, the Administrative Assistant will undertake the duties mentioned below.

Description of Duties

•    Undertake a variety of standard as well as more complex secretarial data management functions in support of the work of the office, i.e. composing different types of correspondence, arranging appointments, liaising with BFC clients and customers on core service delivery;
•    Coordinate and contribute to factory level communications materials and communicate factory level services (especially on assessment and advisory services) and activities to stakeholders;
•    Provide general secretarial and administrative support for factory level services as well as organise meetings, seminars and workshops for stakeholders (suppliers, brands, constituents);
•    Provide support to induction programmes for new staff and stakeholders;
•    Create and maintain office administrative files and official records and tracking factory level data;
•    Keep contacts with a range of stakeholders, concerned ministries, international buyers, manufacturers, unions and NGOs;
•    Coordinate the financial matters with BFC finance unit and tracking pending payments with advisory factories;
•    Manage the evaluation of advisory services, including ensuring up to date systems, compilation of data and sharing results with participating factories, staff and management as well as generation of aggregate evaluation results;
•    Prepare regular reports on performance of the advisory team;
•    Support child labour activities on the remediation and communication with stakeholders;
•    Coordinate registration of factories in BFC programme, including  invoicing and tracking of pending payments; and
•    Perform any other duties as required by supervisor and management team.

Required qualifications

Education

Completion of secondary school education, supplemented by technical skill and/or university level course in related fields. 

Experience

At least five years of general clerical work experience, preferably with an international agency.

Languages

Excellent command of English and Khmer.   Knowledge of Chinese would be an important asset.

Competencies

1.    Excellent communications skills, both oral and written;
2.    Proven ability to use word processing software (Microsoft Word, Excel, and PowerPoint), as well as the other more complex data management systems.
3.    Knowledge of secretarial and administrative practices and procedures.
4.    Knowledge of in-house procedures for the preparation of documents and of the procedures for creating and maintaining documentation and filing systems.
5.    Ability to analyse and report on performance and evaluation data to inform management decisions
6.    Ability to liaise with the private and public stakeholders and promote service delivery of the programme
7.    Ability to monitor the effectiveness of training and capacity building initiatives undertaken by partner organizations/ consultants;
8.    Ability to draft correspondence and reply professionally to any means of communication (email, telephone, website and in-person inquiries).
9.    Ability to obtain services from other work units inside or outside the office for completion of tasks.
10.    Ability to collaborate with interpersonal skills, tact and diplomacy when dealing with others.
11.    Ability to manage multiple tasks, prioritise tasks and have excellent time management
12.    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Additional Info.

Additional info.

Applicants can only attach 1 document to their application. This should include a cover letter, and must also include a 2-page statement addressing their claims against the required competencies. In doing this you should have a heading for each competency and explain in 2 -3 paragraphs to the selection committee how your skills and experience show that you meet this. Applicants who do not attach this statement will not be considered for interview.