Administrative Assistant, JA02-2021

Contract

This is a SC-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-3 contracts.

**OVERVIEW** ------------ Parent Sector : Field Office Duty Station: Myanmar Job Family: Field Operations Coordination Type of contract : Non Staff Level : Level 3 Duration of contract : 1 year Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 11-Feb-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **Only candidates who are entitled to work in Myanmar may apply to this position.** **BACKGROUND** -------------- Since establishing the UNESCO Myanmar Project Office in 2009, UNESCO has strengthened its cooperation with the Government of Myanmar, development partners, civil society and strategically positioned itself to support the country’s priorities through its specialized mandate in education, culture, as well as communication and information. Aligned with Myanmar’s vision of becoming a prosperous, peaceful and democratic country, UNESCO’s vision is for all girls and boys, young women and men, and adults of Myanmar to reach their full potential by accessing quality education and skills development opportunities, contribute to peacebuilding and social cohesion by appreciating and promoting diversity and intercultural dialogue, and participate constructively in a democratic society by exercising their right to freedom of expression. **MAJOR DUTIES AND RESPONSIBILITIES** ------------------------------------- Under the overall authority of the Director of the United Nations Educational Scientific and Cultural Organization (UNESCO) Asia and Pacific Regional Bureau for Education and under the direct supervision of Head of Yangon Project Office, the Administrative Assistant will provide administrative and operational support as follows: - Track and report on programme activities; prepare project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc budgetary/ financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors; - In collaboration with team members, assess administrative support needs for meetings/ events/ workshops/ seminars, travel, document processing/ publication production and consultants/temporary assistance, and coordinate office support services for the same. Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution; - Initiate a variety of contractual documents using examples or templates; identify consultants, suppliers (from a roster), and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Prepare minutes and monitor follow-up activities; - Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyse and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats; - Provide guidance and support for project and programme reporting requirements. Initiate travel authorization and make travel arrangements, for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc; - Maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters; ensure the proper creation and closure of files and the safe retention of the same. Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.; Short Description ----------------- - Prepare the agenda and lead the weekly administrative meetings as well as ensure the follow-up on decisions taken; - Oversee the maintenance and management of the office premises, facilities and equipment including an updated inventory list; ensure that all monthly utility bills are paid on time and records are maintained; - Attend the UN-OMT meetings and ensure follow-up on issues requiring attention of the Head of Office; and - Conduct other work or responsibilities as assigned by the Head of UNESCO Myanmar Project Office to support UNESCO's education programming activities in Myanmar. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***Education*** - Bachelor’s Degree in the field of business administration, accounting, management, finance or related areas. ***Work Experience*** - Minimum three years of relevant work experience, preferably in administration and/or programme support service. - Proven experience in providing administrative and logistical support as a member of a project team. ***Languages*** - Excellent knowledge of English and Myanmar (spoken and written). Major Duties and Responsibilities --------------------------------- ***Skills and competencies*** - Excellent computer skills in all aspects of Microsoft Office, including typing in English and Myanmar. - Capacity for accuracy and attention to detail in the preparation of correspondence. - Ability to take initiative and to provide quality and timely support and services. - Ability to work independently on delegated tasks and to meet deadlines. - Excellent organizational, interpersonal, and communication skills. - Proven ability to work efficiently, under pressure, and in a multi-cultural environment. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Bachelor’s Degree in international development. ***Work Experience*** - Experience within the UN System or international organizations. - Experience in conducting research will be an advantage. - Experience in the field of ICT. ***Skills and competencies*** - Ability to work effectively with diverse groups of professionals towards common goals. **Assessment** An assessment exercise may be used in the evaluation of candidates. **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- UNESCO applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States [(last update here)](https://en.unesco.org/careers/geographicaldistribution) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.