Overview
Provides program implementation support to the UNESCO Myanmar Project on the System Capacity Grant (SCG). Responsible for administrative and operational support to the UNESCO Myanmar Project Antenna Office.
Key Responsibilities
- Track and report on programme activities; prepare project evaluations reviewing budgetary data.
- Respond to enquiries; monitor project budgets and alert supervisor of discrepancies.
- Collate information and draft budgetary/financial updates, reports, statistics and/or projections.
- Provide support in programme administration for outreach activities, partnership initiatives and special events.
- Track, retrieve, research files, reports, other records and past practices; gather and collate background information.
- Analyze and summarize information; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches.
- Look for possible venues; prepare list of participants; draft invitation letters.
- Process requests for translation, printing, dispatch of information documents; coordinate translation services.
- Complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
- Assess administrative support needs for meetings/events/workshops/seminars, travel, document processing/publication production and consultants/temporary assistance.
- Coordinate office support services for the same.
- Inform management and team members of process, procedures and timeframes to secure administrative services.
- Initiate contractual documents; identify consultants, suppliers and prepare purchase requisitions.
- Verify requests for payments against contractual obligations; process contractual transactions and provide information on payment status and remaining obligations.
- Prepare minutes and monitor follow-up activities.
- Support informal translation of administrative documents or letters and provide informal interpretation support.
- Provide guidance and support for project/programme reporting requirements.
- Prepare paperwork, submit and prepare requests for approval of HR-related initiatives.
- Process visas, security cards and other documentation.
- Prepare reports on HR movement, leave usage etc.
- Initiate travel authorization and make travel arrangements for team staff.
- Provide assistance to partners and stakeholders as required.
- Provide guidance to staff on general office processes and procedures, automated systems, computer applications.
- Maintain/update programme and project documentation and records.
- Research, and track background information and documentation.
- Maintain electronic and hard-copy files/records/data sources up-to-date on budgetary data, contract, personnel and other administrative matters.
- Update staff and equipment listings.
- Ensure the proper creation and closure of files and the safe retention of the same.
- Provide general office assistance, receive, register, review and draft correspondence, emails and type reports and tables.
- Verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards.
- Maintain mailing lists and other contact lists.
- Handle routine administrative tasks, such as maintaining, assessing telephone billing.
- Perform additional activities that may be required to ensure the success of the work team.
Required Experience
- Minimum five (5) years (with secondary education), or, minimum two (2) years (with Bachelor Degree) of relevant experience in administration or programme support service.
- Proven experience in providing administrative and logistical support as a member of a project team.
Qualifications
Completed secondary education and/or Bachelor’s Degree in the field of business administration, finance, accounting, management, education, social sciences or related areas.
