Overview
Provides programme implementation support to the UNESCO Myanmar Project on the System Transformation Grant (STG). Responsible for administrative and operational support.
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; verify information for relevance and accuracy.
- Analyze and summarize information; identify elements of interest.
- 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 the delivery of 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 a variety of contractual documents using examples or templates.
- Identify consultants, suppliers (from a roster), and prepare purchase requisitions.
- Verify requests for payments against contractual obligations in the financial system.
- 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.
- Provide informal interpretation support to UNESCO international staff during workshops and meetings.
- 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 regular and ad hoc 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, etc.
- 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 a variety of reports and tables to document/ transmit administrative or budgetary information.
- 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, etc.
- 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.
