UNICEF Vacancy Fixed-Term Position

VN No. 2014/46

Make a Lasting Difference for Children

UNICEF Vacancy – Fixed-term Position Administrative Assistant (GS-6), Yangon

UNICEF Myanmar is seeking to recruit a dynamic, motivated and committed individual to carry out broad administrative co-ordination, supervision of vehicles, drivers, premises and equipment.

The position will be upgraded to a higher level (GS-7) from 1 May 2016 for which a new recruitment process will be undertaken.

MAJOR TASKS AND DUTIES

Under the general supervision of the Administrative Officer, the incumbent will carry out the following tasks:-

1. Assist the Administrative Officer in systematically reviewing office premises to ensure good and secure working environment for all staff members. Undertake all necessary actions to arrange cleaning services/supervising contractors, ensure procurement, maintenance and repair of equipment and supplies in accordance with budgetary plans and allocations. 2. Closely supervise contractors and their ancillary staffs through systematic work planning and weekly/monthly checklist. 3. Undertake administrative arrangements for meetings, workshops and seminars by coordinating transportation and audio-visual equipment and supplies as required. 4. In coordination with the Information Communication and Technology Section, review and monitor the telecommunication system particularly the telephone and fax machines and ensure proper and cost effective use. 5. Assist the Administrative Officer in reviewing the condition of office supplies and equipment and initiate disposal action as well as draft proposals for procurement of new supplies and equipment. 6. Assist in the preparation of office budgets and maintaining strict internal controls. Draft all procurement activities under Support and Cross Sectorial Budgets and all VISION related matters. Prepare petty cash recoupment for local small value procurement of administrative items. 7. Assist newly arrived International staff with rapid settling-in particularly with accommodation, driving licenses, vehicle registration, telecommunication and safety and security matters. 8. Responsible for maintaining Property Survey Board register and following up on action to be taken on obsolete items as per PSB deliberations. 9. Supervise transport services, and drivers by ensuring a workable schedule for use of vehicles, review reports on use of petrol, mileage, driver overtime records, log books and maintenance services. Prepare Travel Authorizations for staff in the Section. 10. Supervise the driver/mechanic on vehicle repair, maintenance and issue appropriate work orders for the driver/mechanic to take action. 11. Prepare monthly vehicle usage, cost analysis report, calculate and apply purchase of petrol and hold regular monthly briefing of drivers on preventative maintenance. 12. Check drivers/vehicle field reports, make appropriate preventative measures/repairs on vehicles and ensure all accidents are timely reported with supporting documents including insurance claims.

QUALIFICATIONS, SKILLS AND ATTRIBUTES required to perform the duties of the post:

 Minimum High School graduate. Preferably first university degree or Diploma in Business Administration or Commerce.

 At least seven years progressively responsible work experience in administration with practical experience in vehicle maintenance. Experience in working with International organisation is desirable.

 Fluency in English and Myanmar.

 Good judgement, initiative and high sense of responsibility.

 Solid Supervisory ability.

 Good computer knowledge.

 Good training skills.

 Good Inter personal and negotiation skills.

COMPETENCIES

The candidate is expected to demonstrate the following core/functional competencies required for the position:-

Core Competencies

- Communication - Working with People - Drive for Results

Functional Competencies

- Analysing - Applying Technical Expertise - Following Instructions and Procedures - Planning and Organizing

Please send application with updated CV or Personal History form, educational credentials and references to [email protected] by 28 October 2014.

Note: 1. UNICEF does not discriminate in regard to race, ethnicity and gender or persons living with disabilities. 2. UNICEF fosters a climate of impartiality, fairness and objectivity and assures the equitable application of UNICEF regulations, rules and policies. 3. Female qualified candidates are encouraged to apply. 4. Only those candidates whose qualifications and experience are of further interest to UNICEF will be contacted for subsequent test/interview. 5. UNICEF is a smoke free environment.