Project Assistant

tendersglobal.net

Job Description

Under the overall authority of the Director of the United Nations Educational, Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok and the direct supervision of the Head of UNESCO Project Antenna in Yangon, working in close collaboration with administrative unit in UNESCO Bangkok and UNESCO Myanmar Project Office, the incumbent will provide programmatic and administrative support for Education Sector Planning and Implementation Grant as follow:

Track and report on programme activities: Prepare project evaluations reviewing budgetary data/information from current or past initiatives. Respond to enquiries, monitor the budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations, alter the supervisor of errors/omissions/discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management/staff as well as doners.
Provide support in programme administration with regard to the preparation of 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, speech, etc, according to standards and formats. Look for possible venues, prepare list of participants, draft invitations letter, etc. Process request for translation, printing, dispatch of information documents for statutory meetings, coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
In collaboration with team members, access administrative support needs for meetings/events/workshops/ seminars, travel, document processing/ publication production and consultants/ temporary assistance, and coordinate office support services for the same. Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/project execution. Initiate a variety of contractual documents using examples or template; identify consultants, suppliers (from a roster) and prepare purchase requisitions in accordance with instructions, verify request for payments against contractual obligations in the finance system, process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Prepare minutes and monitor follow-up activities. Support informal translation of administrative documents or letter and provide informal interpretation support to UNESCO international staff during workshop and meetings.
Long Description
Provide guidance and support for project/programme reporting requirements; paperwork, submit and prepare requests for approval of HR-related initiatives (e.g recruitment of temporary personnel, transfer, etc.) This can also include processing visas, security cards and other documentations, preparing regular and ad hoc reports on HR movement, leave usage etc., for the supervisor, or on other staff resources funded via the extra-budgetary envelope. Initiate travel authorization and make travel arrangements, of 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 format standards, maintain mailing lists and other contact lists. Handle routine administrative tasks, such as maintaining, accessing telephone billing, etc.
Perform additional activities that may be required to ensure the success of the work team.

Required Qualifications:
Education :

Completed secondary education or Bachelor’s Degree in the field of business administration, finance, accounting, management or related areas.

Work 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.

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.

Languages :

Excellent knowledge of English and Myanmar (spoken and written).

Source: https://careers.unesco.org/job/Myanmar-Project-Assistant/789284602/

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Project Assistant

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