Administration Assistant G5 Nay Pyi Taw

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Vacancy Announcement WFP encourages female candidates and people with disabilities to apply. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

CONDITIONS OF EMPLOYMENT

Job Title: Administration Assistant Grade : General Service 5 Type of contract: Fixed Term Contract Number of Post : 1 Duration: 12 months Duty Station: Nay Pyi Taw Report to : Administration Officer VA Number : 828945 Date of Publication: 14 August 2023 Deadline of Application: 28 August 2023

TERMS AND CONDITIONS

This post is opened for Myanmar Nationals Only. Applications received after the closing date will not be considered. Only short-listed candidates will be notified. Female applicants and qualified applicants from minority groups are especially encouraged to apply.

JOB PURPOSE

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

KEY ACCOUNTABILITIES (not all-inclusive)

• Extract and input data from various sources in administrative, and other WFP corporate systems. Extract, input, review for accuracy and file data from various sources.
• Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other.
• Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement.
• Assist in monitoring status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data for budget review.
• Make computations, calculations and estimates and prepare reports or assist in the preparation of periodic reports including forms, tables, charts and other.
• Draft correspondence relating to the area of responsibility; Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions.
• Assist with day-to-day administration of contracts with external contractors; check contractor’s invoice against the goods and services provided payments.
• Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; provide basic analysis of the data as requested.
• Maintain inventory of material and/or database of information, such as, computer related equipment, communications equipment, website content, training material, etc.

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• Maintain Office petty cash, monthly report and replenishment for petty to cash to CO Finance Unit by entering data into the Wings System
• Assist to Senior Business Support Associate when require for assisting to CD & DCD by updating their calendar for meeting schedule and facilitate meeting with staff.
• Assist to HR related matters for local staff recruitment and selection, appropriate record of personnel contract, attendance reports and overtime claim by monthly basic
• Day to day Admin support to Programme unit and arrange and support various meetings with government national counterparts and partner agencies inside UN Building or outside venue and facilitate DSA payment to the counterpart staff.
• Liaise with Nay Pyi Taw division and township immigration offices for Muslim staff travel permit request to get approval in time
• Act as one of MPO focal persons for Non-Food items request from Nay Pyi Taw Country Office; processing PR/GRN/SES in WINGS and interact with Procurement Unit for ensuring that items/service ordered meet as per Purchase Order or contract
• Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work. Experience working in travel management is an asset. Previous experience working with UN is a strong asset.

Knowledge & Skills:

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
• Ability to carry out basic data analysis
• Ability independently rectify problems requiring attention.
• Good communication skills required to give and receive information and work with a variety of individuals.
• Ability to maintain confidentiality.
• Strong knowledge on computer skills including Microsoft Office Word, Excel, Power Point).
• Previous experience working in the ERP systems is an asset.

Language: Fluency in both oral and written communication in Myanmar, and English is required.

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

• Leading by example with integrity, • Driving results and delivering on commitments, • Fostering inclusive and collaborative teamwork, • Applying strategic thinking, • Building and maintaining sustainable partnerships.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings).Only short-listed candidates will be contacted. WFP will not request payment at any stage of the recruitment process including at the offer stage.

Request for Disability related Reasonable Accommodations: It is important to WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to [email protected]. A member of the reasonable accommodation team will contact you to confidentially discuss your needs. This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. All selected candidates will, undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.