Jobs - 52566- Administrative Assistant

Administrative Assistant

Lieu :

Yangon, MYANMAR

Type de contrat :

Service Contract

Date de commencement :

03-Feb-2015

Date limite de candidature :

09-Jan-15 (Minuit New York, États-Unis)

Niveau du poste :

SC-5

Durée du contrat initial

6 Months

Langues requises :

Anglais

Durée prévue de la mission :

Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes selectectionnes /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents.

Historique

The Office of the United Nations High Commissioner for Human Rights (OHCHR) operates as a non-resident UN entity in Myanmar. In November 2012, the Government of Myanmar had invited OHCHR to establish an office in Myanmar. The Host Country Agreement nonetheless remains to be finalised. During this period, OHCHR Regional Office for South-East Asia in Bangkok continues deploying staff on mission/temporary assignments under Project "Myanmar - Protection and Promotion of Human Rights " to engage with the Government and other stakeholders in promoting and protecting human rights in Myanmar. The Administrative Assistant is therefore recruited for a time-bound project (i.e. six months) contingent on OHCHR's country engagement policy with respect to Myanmar which is in turn dependent on the progress of opening the OHCHR country office as well as availability of funds.

Under the general supervision of OHCHR's Regional Representative for South-East Asia and direct guidance of the Coordinator of OHCHR Regional Office Team on Myanmar (OHCHR Myanmar Team), the Administrative Assistant is based in Yangon and is responsible for providing support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the OHCHR Regional Office for South-East Asia, UNDP Myanmar and other UN agencies staff to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

Summary of Key Functions:

Implementation of operational strategies;
Support to effective and efficient functioning of the unit;
Support to administrative and logistical services;
Support to office maintenance and assets management.

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.

Ensures effective and efficient functioning of the unit focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed.

Ensures effective administrative and logistical support focusing on achievement of the following results:

Support to organization of procurement processes;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.

Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the organizational image as an effective contributor to the development of the country.

Compétences

Functional Competencies:

Promoting Organizational Learning and Knowledge Sharing.

Basic research and analysis:

Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Demonstrates good knowledge of information technology and applies it in work assignments.

Design and Implementation of Management Systems:

Data gathering and implementation of management systems

Uses information/databases/other management systems.

Client Orientation:

Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others.
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Qualifications et expériences requises

Education:

Secondary education;
Certification in administration desirable.

Experience:

5 years of relevant experience in administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

Fluency in the UN and national languages of the duty station i.e. English and Myanmar respectively.

“Candidates must apply on-line through UNDP job website together with duly filled and signed UN-P11 form, academic qualification certificates. Applications without these document will not be considered. P11 form can be downloaded here:
http://sas.undp.org/documents/P11_Personal_history_form.docx”