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Administrative Assistant (Only for Myanmar National)

Yangon

  • Organization: UNDP - United Nations Development Programme
  • Location: Yangon
  • Grade: Administrative support - SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • ADMINISTRATION
  • Closing Date: Closed

Background

Under the guidance and supervision of the Security Adviser, the Administrative Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach.
 
The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the unit and other UN agencies staff to ensure consistent service delivery.
 
The position is funded from the Locally Cost Share Security Budget.
 

Duties and Responsibilities

Summary of Key Functions:
  • Implementation of operational strategies
  • Provision of administrative and logistical support
  • Provision of support to office maintenance and assets management
  • Support to knowledge building and knowledge sharing
 
Ensures implementation of operational strategies, focusing on achievement of the following results:
 
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to preparation of administrative team results-oriented workplans.
 
Provides administrative and logistical support, focusing on achievement of the following results:
 
  • Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
  • Arrangement of travel and hotel reservations, preparation of travel authorizations.
  • Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
  • Administrative support to organization of conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with existing SOP.
  • Extracting, inputting, copying and filing data from various sources.
  • Maintenance of files in Administrative Unit
  • Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
 
Provides support to office maintenance and assets management, focusing on achievement of the following results:
 
  • Collection of information on assets management, maintenance of records and files on assets management and other relevant records and files within the unit.
  • Maintenance of files and records relevant to office maintenance. 
 
Provides support to knowledge building and knowledge sharing in the unit, focusing on achievement of the following results:
 
  • Participation in the training for the operations/projects staff on administration.
  • Contributions to knowledge networks and communities of practice.
 

Competencies

OPERATIONAL EFFECTIVENESS
  • Ability to perform a variety of repetitive and routine tasks and duties related to general administration support Ability to review data, identify and adjust discrepancies
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of administrative rules and regulations
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities
 
MANAGING  DATA
 
  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others
 
MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS
 
  • Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
  • Shows sound grasp of grammar, spelling and structure in the required language
  • Ensures correspondence, reports and documents comply with established UN standards
  • Ability to produce accurate and well documented records conforming to the required standard
 
 
PLANNING, ORGANIZING AND MULTI-TASKING
 
  • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
 
Promoting learning and knowledge management/sharing is the responsibility of each staff member.
 

Required Skills and Experience

Education:
  • Secondary education.  
 
Experience:
 
  • 4 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
 
Language Requirements:
 
  • Fluency in English and national language of the duty station.
 

Disclaimer

Candidates must apply on-line through UNDP job website.
 
Paper-based applications will not be accepted.
 
The position is locally administered by UNDP but is financed centrally by the United Nations Department of Safety and Security (UNDSS).
   
Only those candidates in whose qualifications and experience the Organization has further interest will be contacted for subsequent interview(s). 
 
UNDP is an equal opportunity employer and is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply." UNDP regrets its inability to reply individually or attend to telephone queries on the advertised posts. 
Thanking you for your kind cooperation. 
 
Kind regards,
Human Resources Unit
UNDP-Myanmar
 
This vacancy is now closed.
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