Administrative Assistant

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.

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.

UNOPS Myanmar has a shared Support Services team. Within Shared Services, the Admin Unit provides a range of administrative services supporting MMOC program and fund implementation. These services include travel and logistics, inventory, asset and supply management, custodial, common premises and transportation services. Under the direct supervision of the Administrative Analyst, the Administrative Assistant provides support to the Admin Unit for seamless service delivery and smooth office operations.

Administrative Support

• Researches and retrieves statistical, budgetary, financial and procurement data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Provides administrative support to the office for meetings, workshops; including venue booking, invitations and logistic arrangements.
• Supervise office reception services.
• Compiles information for periodic audits
• Petty cash management
• Provide backup support to the administrative team in absence of other team members or upon request of the supervisor.

Travel and Logistics

• Verification of travel transactions (authorizations and claims), requests for other documents for the administrative team, ensuring compliance with UN rules and regulations.
• Processes in OneUNOPS requisitions, purchase orders, office supplies and other administrative service activities, timely issuance of payment requests and contracts.
• Organizes storage, preparation of documents for UNOPS orders received, all necessary documentation, and implementation of follow-up actions
• Accurate and timely information on processes and pending issues to the concerned individuals/unit.

Inventory, Asset Management and Common Premises

• Conducts physical inventory checks, drafting periodic inventory and asset reports;
• Acts as Custodian for management of office supplies including maintenance of stock list of office supplies, distribution of office supplies as required by staff, keeping a log of distribution and preparing monthly consumption reports. 
• Administers logistics of office workshops, conferences, retreats.
• Collects information for administrative services in support to the organization of common services.

Knowledge Building and Knowledge Sharing

• Support the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintain Admin Unit’s documentation, records and files, ensuring safekeeping of confidential materials.

Impact of Results

The effective and successful achievement of results by the Administrative Assistant directly affects the overall efficiency of the team’s provision of administrative services, impacting the capacity to efficiently and effectively support MMOC operations. Timely and accountable delivery of services ensures client satisfaction and promotes the image and credibility of the Admin Unit and Shared Services as an effective service provider.  This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in Myanmar.

Education

• Completion of secondary school is required.
• Bachelor’s Degree in Business Administration, Public Administration, or equivalent discipline is desirable. In the absence of a degree, administrative certification is an asset. 

Experience

• Minimum of five years of relevant experience in general administrative or operations’ support services national or international public or corporate organizations.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
• Experience working in Enterprise systems and in Google environment is desirable (G drive, Google Sheets and Google Docs).

Language Requirements

• Full working knowledge of English and Myanmar language is required.
• Knowledge of another UN official language is an asset

• 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.
• 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
• 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.