Major Duties and Responsibilities
Under the overall authority of the Director of the UNESCO Asia and Pacific Regional Bureau for Education and under the direct supervision of Head of the Myanmar Project Office, working in close collaboration with programme officers and specialists, the incumbent will provide programmatic and administrative support to projects across teams in UNESCO Myanmar Project Office 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 projects and in compliance with programme and budgetary requirements and financial regulations; alert the responsible officer of errors/ omissions/ discrepancies observed and undertake corrective action. Collate information, record and monitor the use of different budget codes for project implementation, 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.
- Provide support in programme administration with regard to the preparation of outreach activities, partnership initiatives and special events. Track and 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. Look for possible venues; obtain quotations; prepare list of participants; draft invitation letters, etc. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
- Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of temporary personnel, transfer, etc.). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on HR movement, leave usage etc., for the supervisor, or on other staff resources funded via the extra-budgetary envelope. Initiate travel authorization and make travel arrangements, for team staff; provide similar assistance to partners and stakeholders for travel relating to the project as required. Provide administrative assistance to improve the coordination and organization of routine administrative tasks and logistics of project activities, including obtaining quotations, printing and procuring stationery, correspondence, collection of cheques, and management of allowance payments to workshop participants. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
- Support quality assurance for all contracts, funds reservations, purchase orders and payments being processed by the UNESCO Myanmar administration unit to ensure accuracy of the required forms, supporting documentation and calculations and adherence with UNESCO administrative and human resources manuals.
- Maintain/ update programme and project documentation and records, research, and track background information and documentation; maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters; update staff and equipment listings; 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; maintain mailing lists and other contact lists. Manage the bookings for the use of the project car and log sheet maintenance with monthly processing of payments; Ensure proper creation, closure and management of electronic and hard-copy files of inventory lists, contracts and office supplies for the project teams; Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.
- Support knowledge management and knowledge sharing; liaise closely with Government and local counterparts for project activities; Maintain close communication with the Administrative and Finance Unit in Bangkok to ensure that processes, procedures and timeframes are respected for the efficient implementation of project activities; Ensure proper creation and closure and management of electronic and hard-copy files of project records; Prepare meeting minutes and monitor follow-up actions and remind management and team members to take actions as and when necessary. Assemble documents and support informal translation of key project documents, reports, policy briefs and advocacy materials related to project activities, according to standards and formats; provide informal interpretation support to UNESCO international staff during workshops and meetings.
- Conduct other work or responsibilities as assigned by the Head of the Myanmar Project Office to support UNESCO’s education programming activities in Myanmar.
- Bachelor’s Degree in the field of business administration, accounting, management, social science or related areas.
- Minimum two (2) years of relevant experience in administration and/or programme support service.
- Proven experience in providing administrative and logistical support as a member of a project team.
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 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.
- Excellent knowledge of English and Myanmar (spoken and written).
- Bachelor’s degree in education or languages
- Experience within the UN System or international organizations.
- Experience in conducting research will be an advantage.
- Experience in the field of computer science.
Skills and competencies
- Ability to work effectively with diverse groups of professionals towards common goals.
An assessment exercise may be used in the evaluation of candidates.
A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES