Job: Administrative Assistant

JOB DESCRIPTIONI.

Position Information

Job code title: Administrative Assistant

Grade: GS-5

Supervisor: DRR-Operations

II. Organizational Context

Under the guidance and supervision of the DRR (Operations), the Administrative Assistantprovides support to office operations performing a variety of standard administrativeprocesses ensuring high quality and accuracy of work. The Administrative Assistant promotesa client, quality and results-oriented approach.The Administrative Assistant works in close collaboration with the Operations, Programmeand projects staff in the CO and other UN agencies staff to exchange information and ensureconsistent service delivery.The functions/duties/ key results of this job description are generic and not all dutiesare carried out by all Administrative Assistants. Some specialized functions can beimplemented by Logistics Assistants (shipments, insurance, deliveries, customsclearance).

III. Functions / Key Results Expected

Summary of Key Functions:

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit (DRR's office/operations unit/administrative unit)
• Support to administrative and logistical services
• Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policiesand strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective and efficient functioning of the unit (DRR's office/operations unit/administrative unit), focusing on achievement of the following results:

• Quality and timely service to the work of DRR(O)'s office. (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 andpresentation materials, speeches, background information and documentation formeetings and missions; translation of simple correspondences, when needed; maintaining of the working schedule of appointments according to plan. Contact,interact with and receive on behalf of the DRR(O) visiting mission, diplomatic, privateand other partners, place and screen telephone calls and answer queries on sensitiveadministrative issues with discretion in the absence of the supervisor.)
• Timely and quality support to the work of DRR(O)'s office to operations, programmeand project service deliveries (working in close collaboration with the operations,programme units and project staff in the CO to exchange information and ensureconsistent service delivery; assistance in the preparation of budget, provision ofinformation for audit)
• Full compliance with standing UNDP rules, policies and procedures in allundertakings related to workplan and office work strategies (drawing up strategiesand inputs for annual workplan related to IWP
• Smooth running of work flow emanating/relating to DRR(O)'s office (monitor, controland ensure that the flow of all documents; cases etc. sent up for signature of theDRR(O) are properly submitted and returned to the right unit concerned and notmisplaced; manage and monitor the DRR(O)'s mission and representation schedule,prepare in collaboration with the relevant units of the Operations Division briefingmaterials for the DRR (O) for use on official trips or special meetings, follow up withTravel Assistant for necessary travel arrangements; follow up on deadlines,commitments made, actions taken and coordination of collection and submission ofthe reports to head of unit.

3. Ensures effective administrative and logistical support, focusing on achievement of thefollowing results:

• Provision of efficient and effective logistical and administrative support formovement/travels for DRR(O) and members of senior management (assist in thearrangements of travel and hotel reservations, preparation of travel authorizations,processing requests for visa for DRR(O) and members of senior management;provides inputs to the Unit business processes mapping and elaboration of internalStandard Operating Procedures (SOPs) in the administrative field in consultation withthe DRR(O)
• Efficient provision of support services to UNDP and UN agency staff on admin andlogistical matters (provide support services related to UNLP renewal/extensions andother documents, administrative support to conferences, workshops, retreats, assistin collection of information for DSA, travel agencies and other administrative surveys,support to organization of common services in support to OMT group;
• act assecretariat for UNDC, participate in the organization and preparation of thematicmeetings/special meetings on administrative issues;
• contribute to the preparation ofthe agenda(s) and briefing materials/presentations).
• Update the Directory of UnitedNations Personnel in Myanmar quarterly/annually.Updated filing system in the DRR(O)'s office (maintenance of filing system ensuringsafekeeping 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 for necessary report preparationby DRR's office).

4. Support knowledge building and knowledge sharing in the CO, focusing onachievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation ofinformation strengthens the capacity of the office and promotes the image of UN/UNDP asan effective contributor to the development of the country.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Strategic PartnershipsLevel

1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership buildinginitiatives

Promoting Organizational Learning and Knowledge SharingLevel

1.1: Basic research and analysis

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

Job Knowledge/Technical Expertise

Level 1.1: 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 theposition and applies them consistently in work tasks
• Demonstrates good knowledge of information technology and applies it in workassignmentsPromoting Organizational Change and Development Level

1.1: Presentation of information on best practices in organizational changeï± Demonstrates ability to identify problems and proposes solutionsDesign and Implementation of Management SystemsLevel

1.1: Data gathering and implementation of management systemsï± Uses information/databases/other management systems systems

Client Orientation

Level 1.1: Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashionï± Organizes and prioritizes work schedule to meet client needs and deadlines
• Responds to client needs promptly
• Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating informationï± 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, communicatingeffectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others.
• Promotinglearning and knowledge management/sharing is the responsibility of each staffmember.
• Informed and transparent decision making
• UNDP Procurement Certification programme

VI. Recruitment Qualifications

Education:

Experience:

Language Requirements:

Secondary education. Certification in administrationdesirable.

5 years of relevant experience in administration orprogramme support service.

Experience in the usage ofcomputers and office software packages (MS Word, Excel,etc.).

Experience in handling of web-based managementsystems.Fluency in the UN and national language of the duty station.

UNITED NATIONS DEVELOPMENT PROGRAMME

Vacancy Announcement061/UNDP-HR/2013

The United Nations Development Programme is seeking applications from dynamic and highlymotivated Myanmar nationals for the following vacancy with UNDP, Yangon, Myanmar.

Functional Title: Administrative AssistantT

ype of Contract: Fixed Term

Duration of Contract: Initial One Year

Level: GS-5Supervisor: DRR-Operations

Duty Station: Yangon

No. of post: 1

Qualification:

Secondary education.

• Certification in administration desirable.
• 5 years of relevant experience inadministration or programme support service.
• Experience in the usage of computers and office softwarepackages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Fluency inthe UN and national language of the duty station.

Candidates should clearly indicate the post title and number in their applications, and should submit themtogether with complete duly filled UN-P11 form, bio-data stating personal details, academic qualification,work experience and a recent passport sized photograph.

Applications should be addressed to thefollowing address or apply on-line through application.mm@undp.org

Deputy Resident Representative (Operations)

Attention:Human Resources UnitUnited Nations Development Programme No. 6, Natmauk RoadDetailed Terms of Reference is attached herewith.

Or you may also follow the link:http://www.mm.undp.org/Myanmar_Vacancies.html

UNDP is an equal opportunity employer and is committed to achieving workforce diversity in terms ofgender, nationality and culture. Individuals from minority groups, indigenous groups and persons withdisabilities are equally encouraged to apply.Only those candidates in whose qualifications and experience the Organization has further interest will becontacted for subsequent interview(s).UNDP regrets its inability to reply individually or attend to telephone queries on the advertised posts.Closing date: 30 October 2013

More Info and Application