Administrative Assistant

The Joint Peace Fund (JPF) is a multi-donor fund being established to support national efforts to bring about a durable conclusion to over 60 years of ethnic armed conflict in Myanmar. The Fund will support national efforts to negotiate and implement a Nationwide Ceasefire Agreement, or other peace instruments agreed between the parties. It will aid the negotiation of a framework for political dialogue, and the process of political dialogue itself. The Fund will support peace building processes at the sub-state and local level, working to enhance security, trust, and participation in a broad peace process.  The Fund will act as a locus of applied research and innovation.

The modality of a multi-donor fund was selected by the donors to encourage coordination, collaboration, and joint ownership of the Fund and its outcomes by the Union Government, Ethnic Armed Groups, and the donors. The parties to the Fund will mutually agree on funding priorities, creating a critical venue for discussion and cooperation between the Union Government and Ethnic Armed Organizations.  The Fund also includes structures for input from Myanmar society and state-level organs, and, it is hoped, will draw additional international support to Myanmar’s peace process by providing an established and well-functioning platform for these funds.

Under the proposed structure of the Joint Peace Fund the roles of Trustee, Contract Manager and Technical Secretariat have been separated. UNOPS will act as Trustee and Contract Manager and another entity will act as Technical Secretariat.  Both organisation will coordinate their efforts and ensure the smooth operations of the JPF in the current inception phase and subsequent implementation phase over the coming years implemented via grant agreements.

Under the direct supervision of the Programme Support Officer, the Administrative Assistant shall:

1. Ensures effective and efficient functioning of the office/department/unit, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Maintenance of hard copy and electronic files, reference materials and confidential records as required
• Collaboration in the preparation of the budget plan for the office
• Review and monitoring of expenditures against the budget for the office, bringing to the attention of the supervisor any problem or discrepancy that warrants further review.
• Petty cash management

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

• Organization of shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Performance of a Buyer role in oneUNOPS (UNOPS ERP) and preparation of POs for travel activities, payments, contracts.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, including their preliminary evaluation.
• Preparation of Purchase Orders
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Extraction of data from various sources
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.

3. Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:

• Liaise with MMOH Support Services to ensure punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
• Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
• Establishment and maintenance of efficient working relationship with government ministries.
• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
• Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
• Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file
• Accurate and timely information on processes and pending issues to the concerned individuals/unit

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

• Maintenance of records on asset management, preparation of reports.
• Maintenance of files and records relevant to office maintenance

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

• Participation in the trainings for the programme, operations and projects staff on administration
• Sound contributions to knowledge networks and communities of practice.
• Perform other duties as assigned.

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  
• Applicants are strongly encourage to attach cover letter.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

THIS IS A LOCAL POSITION AND ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.