Job: Administrative Officer

Location: Myanmar
Deadline: Wednesday, 31 July 2013 

Description

Vacancy Announcement Position: No. of Position: Responsible To: Location: Programme: Starting Date: Contract Duration Administrative Officer 1 Post Admin and HR Coordinator Yangon Primary Health Care, Malaria and TB As soon as possible 31 December 2013 with possible extension

Merlin International Profile Merlin is a UK specialist charity which responds worldwide with vital healthcare and medical relief for vulnerable people caught up in natural disaster, conflict, disease, and health system collapse. Each year, Merlin helps more than 20 million people in more than 20 countries. For more information about Merlin, please visit our website at www.merlin.org.uk.

Context and Background Merlin established an organisational presence in Myanmar in 2004, operating under a Memorandum of Understanding with the Ministry of Health. Merlin implements programmes in Ayeyarwaddy Division in the Delta region and in Chin State and Sagaing Division in the North-west with a country head office in Yangon. Merlin's activities include TB and malaria control projects, the Integrated Management of Maternal and Childhood Illness (IMMCI) and Water, Sanitation and Hygiene Promotion (WASH). All of these are carried out as community based activities where improving access to health care and changing behaviour patterns operate side by side. In 2012 Merlin will open programmes in Shan State. Merlin works with remote and isolated communities or communities affected by disasters and over the years Merlin has trained volunteer health workers and village health committees on the topics of TB, Malaria and Maternal and child health in order to improve access to basic health care. Merlin has worked on developing a demand driven model of both basic curative services and preventative behaviour practices that could be replicable in other areas of the country and so far this has had a significant positive impact upon the communities we support. In 2011, Merlin has been able to extend current funding and bring in new funding to the region which has allowed for a significant expansion of the coverage area. This includes the start up of an HIV programme in Homalin and Primary health Care in Shan. Altogether Merlin supports over 1400 community volunteers in around 1200 villages across 7 Townships: Homalin, Tamu and Kalay in Sagaing; Hakha and Thantlaing in Chin; Laputta Township in Ayerwaddy Division; Kutkai in Shan State.

Specific roles and responsibilities

To assist in the process of obtaining the approval of important documents (including the Memorandum of Understanding with the MoH, FERD with Ministry of Planning and Economics, Organization Registration process with Ministry of Home Affairs). To liaise with the MoH, MoFA, Immigration and other government departments as necessary in order to obtain letters of invitation, visa extensions and stay permit and TA for work related travel for international staff. To contact Liaison Officer to organize travel documents, transportation and other necessary arrangements. To monitor status of all application and do regular follow up to get permits in time. To keep in touch with government departments regularly to discuss the status of all application and to keep good relations. To keep and update any changes on administrative procedure and structures. To keep filing systematically for all administrative related documents such as international staff travel documents, FRC, visa, travel applications and approvals, reports, etc. To assist all International staff in registration with relevant embassies and keep an updated file of this information. To manage office and International staff house-keeping issues and to directly supervise the Page 1

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cleaners. To assist obtaining all necessary documentation for international staff travelling within and outside Myanmar, e.g. visas for other countries, accommodation arrangements, etc. To manage all bills such as (telephone, electricity, water, and International staff houses' bills) for the payment, keep up to date balance and advance payment for each telephone. Monitor and issue invoice for any personal international call charges and coordinate with Finance accordingly. To brief all incoming expatriate staff on TA, Visa and extension application and other administration issues. To support and liaise with field offices for administrative affairs. To supervise Admin Assistant cum receptionist and report to HR and Admin Coordinator regularly. To arrange ticketing and accommodation bookings for all international and national staff for travelling within and outside country when required. To ensure efficient and effective administrative work and record systems in Yangon Office. To manage, keep update on Country Contact List (CCL) & Myanmar Constant Companion (MCC) and circulated to Country Management Team members on monthly basis. To supervise and check on the monthly balance of stationery for Yangon Office. To maintain, keep update and ensure that all Non - Employment Contracts (original documents) are in place for Yangon Office and check regularly and if the contracts are needed for updating and extension, send the reminder to Logistics Team and coordinate with them as necessary for further process. To keep update and ensure that all Non-employment contracts of Field offices (original documents) are kept in Yangon for a record. To keep the keys for International staffs' houses and supervise cleaner for house -keeping and order to purchase the cleaning materials for both office and the houses and work with Logistics team. To supervise cleaners for office areas neat and tidy. To prepare and issue Staff Identity Card for all national staff and ensure that all staff have ID card. To give briefing to the new recruits for the induction package when required. To assist line manger in preparing welcome package for visitors and new recruits when required. Any other duties as assigned by the Line Manager Due to the nature of the tasks to be performed, confidentiality is a requirement.

Reporting

• To provide monthly report on Visa and TA status to line manager and UNOCHA. To provide monthly report on CCL and MCC to Country Management Team members and Cc: to line manager. To provide weekly basis report on the status of TA for international staff. To send monthly report to line manage on work accomplishments and update information.

Personal/ Professional requirements

• Degree from recognized university. Minimum 3 years worked experiences in Administration field. Good Communication Skills. Fluency in both written and spoken English. Confident and proficient in the use of MS Office and databases. High level administrative and organization skills and attention to detail Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast paced environment with tight deadlines. Page 2

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Desirable qualifications, experience and competences

• Staff management experience Experience of working for international non-governmental organization or private company Knowledge of health sector.

Interested person shall send the application letter with a covering letter detailing why they are interested in the position and an updated CV including contact telephone number passport sized photograph, education qualifications and 3 references to the following address: Yangon Office – 224 A, 4th Floor, Salomon Building, U Wizara Road, Bahan Township Email: ygnreception@merlin-myanmar.org Deadline for Application is on 31 July 2013. Only short-listed applicants will be contacted.

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