9/17/2020 Job Description Print Preview

Job Title: Administrative Assistant for CI, Ref. JA 12-2020

Req Id 5321 - Posted 17/09/2020 - Service Contract - Level 3 - Myanmar - Myanmar - Communication and
Information

(Only candidates who are entitled to work in Myanmar may apply to this
position)
Parent Sector : Communication and Information Sector (CI)
Duty Station: Myanmar
Job Family: Communication and Information
Type of contract : Non Staff
Level : Level 3
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 30-Sep-2021
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for
Diversity, Professionalism

BACKGROUND
UNESCO works to create an enabling environment for a free, independent and pluralistic media by promoting and
protecting freedom of expression, safety of journalists, access to information and fostering a media and information
literate society. The 2030 Agenda for Sustainable Development, under Goal 16, recognizes the importance of “access to
information, fundamental freedoms and the safety of journalists for the creation of peaceful, just and inclusive societies”.
The “Multi Donor Programme on Freedom of Expression and Safety of Journalists” aims to help facilitate UNESCO’s work in
the realization of the Sustainable Development Goals (SDGs).

UNESCO office in Myanmar is working with a wide range of stakeholders, including the Ministry of Information, the
Myanmar Press Council, international and local media development organizations, journalists and media associations, on
a series of activities to promote the freedom of expression and access to information.  The activities include awareness
raising on media freedom by celebrating international days such as the World Press Freedom Day, organization of
national dialogues on Freedom of Expression and Safety of Journalists, capacity building programmes and multimedia
campaigns to promote Media and Information Literacy and advocacy for the development of Community Media in
Myanmar.

MAJOR DUTIES AND RESPONSIBILITIES

Under the overall authority of the Director of the UNESCO Asia and Pacific Regional Bureau for Education and under the
direct supervision of Head of the Myanmar Project Office, working in close collaboration with UNESCO Communication
and Information unit in Myanmar, the incumbent will provide programmatic and administrative support to projects as
follows:

Provide administrative assistance to improve the coordination and organization of routine administrative tasks and
logistics of project activities, including obtaining quotations, printing and procuring stationery, correspondence,
and management of allowance payments to workshop participants.
In collaboration with team members, assess administrative support needs for meetings/events/workshops/
seminars, travel, document processing/publication production and consultants/temporary assistance.
Provide support in programme administration with regard to the preparation of outreach activities, partnership
initiatives and special events; look for possible venues; obtain quotations; prepare list of participants; draft
invitation letters, etc.
Initiate travel authorization and make travel arrangements for team staff; provide similar assistance to partners and
stakeholders for travel relating to the project as required.
Initiate a variety of contractual documents using examples or templates; identify consultants, suppliers (from a
roster), and prepare purchase requisitions in accordance with instructions; verify requests for payments against
contractual obligations in the financial system; process contractual transactions and provide information on
payment status and remaining obligations to the responsible officer.

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9/17/2020 Job Description Print Preview
Support quality assurance for all contracts, funds reservations, purchase orders and payments being processed by
the UNESCO Myanmar administration unit to ensure accuracy of the required forms, supporting documentation
and calculations and adherence with UNESCO administrative and human resources manuals.

Prepare regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny
by management/staff.
Prepare paperwork, submit and prepare requests for approval of HR-related initiatives such as processing visas,
security cards and other documentation.
Maintain electronic and hard-copy files/records/data sources up-to-date on budgetary data, contract, personnel
and other administrative matters; ensure the proper creation and closure of files and the safe retention of the
same; provide general office assistance, receive, register and draft correspondence, emails.
Maintain close communication with the Administrative and Finance Unit in Bangkok to ensure that processes,
procedures and timeframes are respected for the efficient implementation of project activities;
Support informal translation of administrative documents or letters and provide informal interpretation support to
UNESCO international staff during workshops and meetings.
Conduct other work or responsibilities as assigned by the Head of the Myanmar Project Office to support UNESCO’s
programming activities in Myanmar.

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS
Education
Bachelor’s Degree in the field of business administration, finance, accounting, management or related areas
Work Experience
Minimum two (2) years of relevant experience in administration and/or programme support service
Proven experience in providing administrative and logistical support as a member of a project team
Languages
Excellent knowledge of English and Myanmar (spoken and written)

Skills and competencies

Excellent computer skills in all aspects of Microsoft Office, including typing in English and Myanmar (Zawgyi and
Pyidaungsu fonts)
Capacity for accuracy and attention to detail in preparation of correspondence
Ability to take initiative and to provide quality and timely support and services
Ability to work independently on delegated tasks and to meet deadlines
Excellent organizational, interpersonal, and communication skills
Proven ability to work efficiently, under pressure, and in a multi-cultural environment

DESIRABLE QUALIFICATIONS
Education
Bachelor’s degree in communications or related areas
Work Experience
Experience within the UN System or international organizations
Experience in conducting research will be an advantage
Experience in the field of ICT
Skills and competencies
Ability to work effectively with diverse groups of professionals towards common goals

Assessment
An assessment exercise may be used in the evaluation of candidates.

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UNESCO applies a zero tolerance policy against all forms of harassment.

UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at
all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender,
nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as
well as nationals from non-and under-represented Member States (last update here) are equally encouraged
to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required
for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.

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