• Country: Yangon, Myanmar
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNDP
• Gender: Both 
• Deadline:  2023-12-31

• Implementation of Operational strategies
• Provision of administrative and logistical support
• Provision of support of office maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Ensure 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.

2. Provides administrative and logistical support, focusing on achievement of the following results:

• Receipts of shipments, customs clearance arrangements, preparation of documents for UNDP Shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/ customs clearance.
• Arrangement of travel and hotel reservations, preparation of travel authorizations.
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
• Administrative support to organization of conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys.
• Preparation of routine correspondence, faxes, memoranda, and reports in accordance with existing SOP
• Extracting, inputting, copying, and filing data from various sources.
• Maintenance of files in Administrative Unit
• Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.

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

• Collection of information on assets management, maintenance of records and files on assets management and other relevant records and files within the unit.
• Maintenance of files and records relevant to office maintenance.

4. Provides support to knowledge building and knowledge sharing in the unit, focusing on achievement of the following results:

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

Client Orientation

Level 1.1:  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

Level 1.1:  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

Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to general administration support. Ability to review data, identify and adjust discrepancies.
• Ability to handle a large volume of work possibly under time constraints.
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, Quantum, UNALL, as required.
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service.
• Ability to organize and complete multiple tasks by establishing priorities.

Managing Data

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains databases.
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy.
• Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing Documents, Correspondence and Reports

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, presentations, briefing notes/ books and reports using advanced word processing and presentation functions and basic database and spreadsheet software.
• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and database meeting quality standards and requiring minimal correction.
• Shows sound grasp of grammar, spelling and structure in the required language.
• Ensures correspondence, reports and documents comply with establish UN standards.
• Ability to produce accurate and well documented records conforming to the required standard.

Planning, Organizing and Multi-tasking.

• Organizes and accurately competes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources, and multiple reporting relationships.
• Plan, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines.
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Promoting Learning and knowledge management/ sharing is the responsibility of each staff member.

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