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Administrative Assistant - G4

Yangon

  • Organization: ILO - International Labour Organization
  • Location: Yangon
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

 

Grade: G4  

Vacancy no.: DC/YANGON/GS/2020/19
Publication date: 30-NOV-2020
Application deadline (midnight Myanmar time): 21-DEC-2020

 

Job ID: 5008 
Department: ILO-Yangon 
Organization Unit: ILO-Yangon 
Location: Yangon   
Contract type: Fixed Term 

Contract duration: One year with possibility of renewal depending on performance and availability of funding 


 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

 

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

 

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria.

 

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

 

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

Introduction

The ASEAN in TRIANGLE (2015-2027) programme has the overall goal of maximizing the contribution of labour migration to equitable, inclusive and stable growth in ASEAN. The programme works with tripartite constituents, civil society organizations, research institutions and other key partners

 Reporting lines:

The Administrative Assistant will work under the supervision of the National Project Coordinator with administrative and financial guidance provided by the Finance and Administrative Officer – ILO office in Myanmar  and the Chief Technical Adviser of the TRIANGLE in ASEAN (ROAP).  She / he is required to work in close collaboration with other ILO staff members.

Description of Duties

Main duties and responsibilities:

•    Maintain project financial records and monitoring systems to record and reconcile project expenditures, payments, statements and other data as required.

•    Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries;

•    Prepare travel authorization form for programme staff and input the claims in the system.

•    Calculate and compile cost estimates and projected budget requirements and assist in the preparation of project budget, budget revisions/budget rephrasing.

•    Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.

•    Prepare Letters of Agreement, Service contracts and external collaborator contracts for approval of the Office;

•    Check and verify financial reports submitted by the project implementing agencies and/or project partners

•    Provide administrative/logistic support for capacity building, meetings, seminars and/or workshop and prepare and ensure accurate Statement of Expenditures of the events, and

     also  mission of national and international consultants.

•    Organize meetings, programme activities/events and project missions as indicated in the project implementation plan and under the guidance of the Project Coordinator.

•    Prepare routine project correspondence including supporting documents to contracts and reports adhering to ILO requirements.

•    Maintain follow-up system, and draw attention of the supervisor to matters requiring immediate and/or personal attention.

•    Maintain all other project administrative files and official records, directory of contacts and partners, including compilation of documents and different reports for the programme.

•    Perform other duties as may be assigned by the Supervisor.

 

Required qualifications
Education

Completion of secondary school education, preferably with further education in administrative field

Experience

At least three to four years of relevant administrative and finance-related work experience. Familiarity with UN administrative and financial procedures is an advantage.

 

Languages

Excellent command of Myanmar and good knowledge of written and spoken English

 

Competencies

•    Proven ability to use word processing and excel software and email.
•    Ability to use other software packages required by the work unit. Proven typing abilities.
•    Thorough knowledge of modern office procedures.
•    Thorough knowledge of clerical practices and procedures, and knowledge of administrative practices. Knowledge of the subject matter and programme served.
•    Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
•    Ability to reply in an appropriate manner to telephone and in-person inquiries.
•    Ability to work well with colleagues.
•    Ability to organize own work.
•    Ability to obtain services from other work units inside or outside the office for completion of tasks.
•    Ability to respond to requests from officials from government offices, ministries, ILO constituents and CSOs.
•    Ability to deal with confidential matters with discretion.
•    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

 


 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

This vacancy is now closed.
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