Administration Senior Assistant (Protocol)

Contract

This is a LICA-5 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Access to Health Fund, the Livelihood and Food Security Fund (LIFT) and the Joint Peace Fund (JPF). In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards elimination of Malaria, which works to accelerate progress towards malaria elimination in the greater Mekong sub-region. UNOPS provides procurement, infrastructure and project management services to a wide range of organisations in the country, including the Government of Myanmar, international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information - Job-specific

Under the direct supervision of the Senior Advisor and under the overall guidance from the Director and Representative, the Administration Senior Assistant (Protocol) provides support to government liaison and protocol operations performing a variety of administrative processes, ensuring high quality and accuracy of work.

Functional Responsibilities

1. Coordination Support
2. Travel and Visa Support

3. Knowledge Building and Knowledge Sharing

4. Coordination Support

- Coordinate with all programmes on matters relating to support from counterpart ministries (including follow-up on visas, importation of project assets, et al) - Coordinate with Embassies in Myanmar for obtaining visas for both local and international staff for the official trip abroad - Coordinate with government ministries to have the approval for purchasing vehicles for personal use and importation of personal effects - In consultation with the Supervisor and respective units, answer queries from Ministry of Foreign Affairs and counterpart Ministries in a logical and reasonable manner.

2. Travel and Visa Support

- Processes and follows up GOC visas and stay permit for international staff and their dependents, temporary visa for consultants, visitors and mission with Government departments and ministries - Processes and follows up of UNLP new/extension for national/international staff

• Tracks visa status of international staff and their dependents to ensure timely extension of their sta Arranges in-country travel permission from the government for international staff on official mission before the commencement of the travel
• Support the in-country travel permission from the government for international staff on official mission before the commencement of the travel
• Assists the supervisor to develop and maintain all Standard Operating Procedures (SOPs) in visa related matters, UNLP, purchase of office vehicle and importation of personal effects

3. Knowledge building and Knowledge sharing

- Supports the organization and delivery of training and learning initiatives for personnel on protocol-related topics. - Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in protocol. - Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively - Maintains unit’s documentation including records and files, ensuring safekeeping of confidential

The effective and successful achievement of results by the Administration Senior Assistant (Protocol) directly affect the overall efficiency of the team’s protocol services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements

a. Education - Completion of secondary school is required. First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required. Bachelor degree may substitute required years of work experience. - In the absence of a degree, administrative certification is an asset.

b. Work Experience - Minimum of five years of relevant experience in administration and travel support in national or international public or corporate organizations. - Some experience in UN system organizations is desirable. - Proficiency in computers and office software packages (MS Office).

c. Language Requirements - Full working knowledge of English, and Myanmar language is required.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Contract level: Local ICA Support-5 / LICA-5 / ICS-5 Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

"THIS IS A LOCAL POSITION. ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY. ALL OTHER APPLICANTS WILL BE REJECTED." The successful candidate is expected to be in Myanmar to perform the duties and responsibilities of the advertised position.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.