Closing Date: Monday, 18 November 2013
TERMS OF REFERENCE
I. POSITION INFORMATION
Position title: Admin Clerk
Position grade:
Duty station: Thaton Township, Mon State
Seniority band: 5
Job family: Migration Health Unit
Organizational unit:
Position number:
Position rated ̈Subject to rotation
Reporting directly to: Admin and Finance Assistant
Overall supervision by: Head of Sub Office
Managerial responsibility:
Directly reporting staff:
Head of Sub Office:
II. ORGANIZATIONAL CONTEXT AND SCOPE
Under the General supervision of the , and the directsupervision of the Admin and Finance Assistant in Thaton, the incumbent will be assigned the following tasks and responsibilities:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Receive, assess and refer telephone and personal inquires to theappropriate staff for reply
2. Welcome and visitors and ensure that they are directed to proper staffmembers
3. Record and distribute mail and other correspondence
4. Assist in handling incoming/outgoing faxes, mail, correspondence
5. Keep all files in an orderly manner and maintain filing systems of bothhard and soft copies for project related documents as required
6. Assist Admin and Finance assistant in day to day activities
7. Maintain attendance records as well as leave records for all staff andreport to Yangon HR regularly
8. Assist the Supervisors in arranging for interviews and Entry-On-DutyMedical Examination, as well as for their inclusion in the appropriatemedical coverage plan1
9. Perform clerical duties including typing, filing, copying, faxing andpreparation of standard forms and Operate photocopier, fax and otheroffice equipments
10. Perform such other duties as may be assigned
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behaviouralcompetencies
BehaviouralAccountability
- Accepts and gives constructive criticism
- Follows all relevant procedures, processes, and policies
- Meets deadline, cost, and quality requirements for outputs
- Monitors own work to correct errors
- Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
- Identifies the immediate and peripheral clients of own workContinuous Learning
- Contributes to colleagues' learning
- Demonstrates interest in improving relevant skillsCommunication
- Actively shares relevant information
- Writes clearly and effectively, adapting wording and style to the intendedaudience
- Listens effectively and communicates clearly, adapting delivery to theaudiencePerformance Management
Provides constructive feedback to colleaguesProfessionalism
- Masters subject matter related to responsibilities
- Identifies issues, opportunities, and risks central to responsibilities
- Incorporates gender-related needs, perspectives, and concerns, andpromotes equal gender participation
- Persistent, calm, and polite in the face of challenges and stress
- Treats all colleagues with respect and dignity
- Works effectively with people from different cultures by adapting torelevant cultural contexts
- Knowledgeable about and promotes IOM core mandate and migrationsolutionsTeamwork
- Actively contributes to an effective, collegial, and agreeable team
- environment
- Contributes to, and follows team objectives2
- Gives credit where credit is dueSeeks input and feedback from othersActively supports and implements final group decisions
Technical
- Knowledge of Microsoft Office's software packageMust have a client-oriented and result-oriented mind-set, and uphold theprogramme values of caring, innovating, partnering, demonstratingcompetence, and working for positive change.
V. EDUCATION AND EXPERIENCE
- Myanmar National with University graduateAt least 2 years experience in clerical workExperience working with International Humanitarian Organization ispreferable
VI. LANGUAGES
Required
- Good understanding English languageAdvantageous3
TERMS OF REFERENCE
I. POSITION INFORMATION
Position title: Logistics Assistant – MARC Project
Position grade: Duty station: Thaton Township, Mon State
Seniority band: 4
Job family:Organizational unit: Migration Health Unit
Position number
Position rated ̈
Subject to rotation:
Reporting directly to: Field Project Manager
Overall supervision by: Chief of MIssion
Managerial responsibility:Directly reporting staff
II. ORGANIZATIONAL CONTEXT AND SCOPE
In line with the Strategic Framework for Artemisinin Resistance Containmentin Myanmar and under Three Diseases Fund (3DF) support, IOM intends toestablish its 'Community-based Artemisinin Resistance Containment Projectfor Mobility Impacted Communities' in four Townships in Mon State; Thaton,Bilin, Kyaikhto and Ye. The project aims to provide Malaria prevention,diagnostic and treatment support to rural communities from 183 villagesincluding mobile and migrant population.Under the direct supervision of the Field Project Manager, the below dutiesare assigned as follows:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Screen quality and specification of goods received and delivered tointended locations. Ensuring that the goods are in good condition and theright quantities that correspond to the packing list received and quantitiesrequested.
2. Arrange the storage and dispatch of non-medical items for the Project asrequested by IOM field officers.
3. Assist the Project Manager/ Head of Sub office in setting up the office;arrange transportation and accommodation for IOM staff in the field.1Maintain the database of asset inventory using the prescribed IOMsoftware.
4. Monitor shipments (in/out-bound) and local/international documents forsupplies and non-medical items intended for activities.
5. Control stocks and make necessary replacement to be used byprojects/missions. Maintain a list of equipments and following-up on thereturns of such equipment to the office.
6. Process the disposal of non-expandable property items and checkphysical inventory. Maintain in orderly manner the stationery stock cards.
7. Coordinate with the Field Medical Coordinator and the Assistant ProjectManager as well as Logistics clerk and the Finance/Administrative Unit inYangon.
8. Coordinate with partner agencies on logistics issues and participate inLogistics Cluster Meetings.
9. Assist in setting up new sub-offices; train newly recruited logistics team.10. Perform other duties as may be assigned.
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behaviouralcompetencies
Behavioural
Accountability
- Accepts and gives constructive criticism
- Follows all relevant procedures, processes, and policies
- Meets deadline, cost, and quality requirements for outputs
- Monitors own work to correct errors
- Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
- Identifies the immediate and peripheral clients of own work
- Establishes and maintains effective working relationships with clients
- Identifies and monitors changes in the needs of clients, including donors,
- governments, and project beneficiariesContinuous Learning
- Contributes to colleagues' learning
- Demonstrates interest in improving relevant skills
- Demonstrates interest in acquiring skills relevant to other functional areas2
- Keeps abreast of developments in own professional areaCommunication
- Actively shares relevant information
- Clearly communicates, and listens to feedback on, changing priorities andprocedures
- Writes clearly and effectively, adapting wording and style to the intendedaudience
- Listens effectively and communicates clearly, adapting delivery to theaudience
Creativity and Initiative
- Proactively develops new ways to resolve problemsLeadership and Negotiation
- Convinces others to share resources
- Presents goals as shared interestsPerformance Management
- Provides constructive feedback to colleagues
- Provides fair, accurate, timely, and constructive staff evaluations
- Uses staff evaluations appropriately in recruitment and other relevant HRproceduresPlanning and Organizing
- Sets clear and achievable goals consistent with agreed priorities for selfand others
- Identifies priority activities and assignments for self and others
- Organizes and documents work to allow for planned and unplannedhandovers
- Identifies risks and makes contingency plansProfessionalism
- Masters subject matter related to responsibilities
- Identifies issues, opportunities, and risks central to responsibilities
- Incorporates gender-related needs, perspectives, and concerns, and
- promotes equal gender participation
- Persistent, calm, and polite in the face of challenges and stress
- Treats all colleagues with respect and dignity
- Works effectively with people from different cultures by adapting torelevant cultural contexts
- Knowledgeable about and promotes IOM core mandate and migrationsolutionsTeamwork
- Actively contributes to an effective, collegial, andenvironment
- Contributes to, and follows team objectives
- Gives credit where credit is due
- Seeks input and feedback from others
- Delegates tasks and responsibilities as appropriate
- Actively supports and implements final group decisions
- Takes joint responsibility for team's workTechnological Awareness
- Learns about developments in available technology3agreeableteam
- Proactively identifies and advocates for cost-efficient technology solutionsUnderstands applicability and limitation of technology and seeks to apply it toappropriate workTechnical
- Strong analytical, planning and people management skills.Team work oriented, capacity to work independently and personalcommitment.Ability to supervise staff and coordinate activities and to work effectivelyand harmoniously with colleagues from varied cultures and professionalbackgrounds.An excellent degree of computer skills is required.
V. EDUCATION AND EXPERIENCE
- Myanmar National with University graduate supplemented by technicaltraining on logistics management.Minimum of (3) years of progressively responsible professional workexperience in managing Logistics field.
- Experience with international humanitarian organizations, non-government or government institutions/organization in a multi-culturalsetting is an advantage.
VI. LANGUAGESRequired
- Good knowledge of spoken and written in English.Advantageous4
TERMS OF REFERENCE
I. POSITION INFORMATION
Position title: Finance Assistant
Position grade:
Duty station: Mawlamyine Township, Mon State, Myanmar
Seniority band: 4
Job family:Organizational unit: Migration Health Unit
Position number:
Position rated ̈:
Subject to rotation:
Reporting directly to:
Senior Admin and Finance Assistant
Overall supervision by:
Managerial responsibility:
Directly reporting staff: Head of Sub-Office
II. ORGANIZATIONAL CONTEXT AND SCOPE
Under the overall supervision of Head of Sub-Office and direct supervision ofSenior Admin and Finance Assistant and in close collaboration with Yangonbudget unit and programme unit, the incumbent is responsible for supportingthe financial and budgetary of Resource Management Unit in Sub-Office.Specific duties and responsibilities include:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Assist to carry out the standard/routine budgetary and finance tasks for allactivities in accordance with IOM's rules and regulations;
2. Review and verify the financial and procurement transactions to ensurethat the supporting documents and other requirement are complete;follow-up with respective project staff in case of incomplete submissions;
3. Verify invoices and ascertain that the equipment, suppliers or servicesthey refer to were duly received or provided before settling the bills;
4. Ensure that all financial transactions, documentation, filing and recordingare administered in accordance with IOM rules, regulations, policies andguidelines as well as the donors;
5. In close coordination with Yangon budget unit and Programme team, theincumbent will assist in budget planning, monitoring theimplementation/expenditures with respect to various budgets/cost-sharingon a regular basis;
6. Ensure that budget implementation/expenditures are verified incompliance with the IOM's and donor's Rules and Regulations prior theexpenditures commitment and timely follow-up;
7. Supervise the budget/finance unit in sub-office; provide technical supportsand supervisory role to the Finance Assistant. Conduct the capacitybuilding as needed.8. Actively attend the monthly meeting and prepare the financial reportperformance in close coordination with Budget and Programme team.
9. Ensure that the assignment of GL and WBS are correct and incompliance with financial regulation;
10. Perform other related duties as may be assigned
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behaviouralcompetencies
BehaviouralAccountability
- Accepts and gives constructive criticism
- Follows all relevant procedures, processes, and policies
- Meets deadline, cost, and quality requirements for outputs
- Monitors own work to correct errors
- Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
- Identifies the immediate and peripheral clients of own work
- Establishes and maintains effective working relationships with clients
- Identifies and monitors changes in the needs of clients, including donors,
- governments, and project beneficiariesContinuous Learning
- Contributes to colleagues' learning
- Demonstrates interest in improving relevant skills
- Demonstrates interest in acquiring skills relevant to other functional areas
- Keeps abreast of developments in own professional area
Communication
- Actively shares relevant information
- Clearly communicates, and listens to feedback on, changing priorities andprocedures
- Writes clearly and effectively, adapting wording and style to the intendedaudience
- Listens effectively and communicates clearly, adapting delivery to theaudience
Creativity and Initiative
- Proactively develops new ways to resolve problems
2Leadership and Negotiation
- Convinces others to share resources
- Presents goals as shared interests
Performance Management
- Provides constructive feedback to colleagues
- Provides fair, accurate, timely, and constructive staff evaluations
- Uses staff evaluations appropriately in recruitment and other relevant HRprocedures
Planning and Organizing
- Sets clear and achievable goals consistent with agreed priorities for selfand others
- Identifies priority activities and assignments for self and others
- Organizes and documents work to allow for planned and unplannedhandovers
- Identifies risks and makes contingency plansProfessionalism
- Masters subject matter related to responsibilities
- Identifies issues, opportunities, and risks central to responsibilities
- Incorporates gender-related needs, perspectives, and concerns, and
- promotes equal gender participation
- Persistent, calm, and polite in the face of challenges and stress
- Treats all colleagues with respect and dignity
- Works effectively with people from different cultures by adapting torelevant cultural contexts
- Knowledgeable about and promotes IOM core mandate and migrationsolutions
Teamwork
- Actively contributes to an effective, collegial, andenvironment
- Contributes to, and follows team objectives
- Gives credit where credit is due
- Seeks input and feedback from others
- Delegates tasks and responsibilities as appropriate
- Actively supports and implements final group decisions
- Takes joint responsibility for team's workagreeableteam
Technological Awareness
- Learns about developments in available technology
- Proactively identifies and advocates for cost-efficient technology solutions
- Understands applicability and limitation of technology and seeks to apply it toappropriate workTechnical
- Team-oriented, capacity to work independently; sensitive to genderissues, personal commitment, efficiency, flexibility, experience in workingeffectively and harmoniously with colleagues from varied cultures andprofessional backgrounds at all levels.3
- Excellent computer skills in MS office and Excel.Highly motivated and able to work not only in the township but rural areasas well.Must have a client-oriented and result-oriented mind-set, and uphold theprogramme values of caring, innovating, partnering, demonstratingcompetence, and working for positive change.
V. EDUCATION AND EXPERIENCE
- Myanmar nationalUniversity degree in Accounting with a minimum of 2 years related workexperienceWork experience with UN, INGO, or related organization a distinctadvantage.
VI. LANGUAGES
Required
- Good writing and communication skill in EnglishAdvantageous4
0 comments:
Post a Comment