Myanmar: Senior Administrative Associate GS-7

World Food Programme Myanmar – Vacancy Announcement

Contract type : Fixed Term GS-7

Post title : Senior Administrative Associate

Number of Post : 1

Duty Station : Yangon

Report To : Finance and Admin Officer

Duration of service : 1 year (Extendable)

Deadline for application : 2 December 2015

Qualified women are especially encouraged to apply

Duties and Responsibilities:

Under the direct supervision of Finance and Admin Officer and the overall supervision of Head of Admin and Finance Unit in Yangon, the Senior Admin Associate will be responsible for the following duties:-

· Coordinate independently a wide range of actions related to human resources, work programming/planning, budget/financial management and administrative tasks of the office;

· Assist managers in the elaboration of resource requirements for budget submissions; Recommend reallocation of resources and implement reallocations as requested;

· Prepare budget performance reports with analysis between approved budgets and actual expenditures using various sources;

· Oversee contract administration of external contractors including evaluation of goods and services provided and monitoring of payments;

· Provide expert guidance and training to staff engaged in the different administrative services including statistics, finance, programme, human resources activities and/or other related areas;

· Supervise operations of a specialized unit engaged in different administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity;

· Identify and resolve a wide range of issues/problems as they arise and determine appropriate actions;

· Coordinate the maintenance and maintain a selected number of administrative control records, and automated reports related to travel, insurance, logistics, audit, investigations, budget and other;

· Supervise processing and approve delegated administrative actions in accordance with WFP rules and regulations;

· Brief/debrief and inform staff including rules and regulations, policies and practices and documentation required to their specific area of responsibility;

· Prepare and/or provide substantive input in the production of complex reports or other papers in the area of activity;

· Respond to complex queries originating from various offices on different subjects by producing complete information or by re-directing requestor to the most appropriate source(s) or, on exceptional cases, referring the issue to supervisor’s attention;

· Provide assistance in drafting various agreements/reports or other documentation relevant to the area of work including technical input, and review correspondence or information materials drafted by other staff;

· Evaluate, develop, and recommend procedures. Participate in discussions on new/revised procedures and practices; interpret and assess the impact of changes and make recommendations on how to improve processes;

· Coordinate extensively with other service units and liaise frequently with specialized staff at the duty station of assignment and outside the duty station and large number of WFP external clients;

· Undertake field missions or maintain contacts with WFP’s field offices to provide administrative assistance, guidance and structured trainings;

· Perform other related duties as required.

Qualification

Education:

Minimum secondary school education. Training in administrative field supplemented by commercial or related courses is desirable.

Experience:

· At least six years of progressively responsible work experience, including at least four years in administrative services.

· Has demonstrated a strong understanding of WFP administrative operating standards through day to day work.

· Has provided coaching or training to new staff members within area of expertise.

Knowledge:

Experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures. Specialized knowledge of WFP administrative rules and regulations and policies and practices in the specific area of work.

Language:

Fluency in both oral and written communication in English and Myanmar.

Expected Results:

Well organized, reports and/or records, put together independently with only general guidance. Well organized work with accurate information and databases; efficiently supervised team of support staff or work unit. Demonstrated proficiency in all aspects of the work where actions may impact other organizational units. Assigned work is analyzed using extensive knowledge and experience and recommendations are provided to the manager or supervisor regarding the delivery of specialized processes.

In addition to those, demonstrated leadership of a specialized area of work where proposals for the design and delivery of specialized processes are formulated. Overall support service is integrated and a large team of support staff or specific support service(s) in a country office are well managed and supervised.

Critical Success Factors:

Ability to extract, interpret, analyse and format data and to resolve operational problems. Ability to work with minimum of supervision; to supervise and train support staff; and to work effectively with people of different national and cultural backgrounds. Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and other clients and to have a high sense of confidentiality, initiative and good judgment.

In addition to those, sound judgment; ability independently apply extensive administrative knowledge and experience across a wide range of budget/financial management, work programming/planning, human resources and administrative tasks of the office; Ability to analyze complex issues and formulate proposals related to the design and delivery of specialized processes; ability to establish working relationships with the focus on comprehensive service provision; ability to coordinate extensively with other specialized staff including WFP external clients, participate in meetings and ability to present a wide range of complex matters. Good administrative and supervisory skills; ability to plan and organize work and to train and motivate staff under supervision.

Desired skills:

Formal training in the relevant area of work.

Please send applications to: Human Resources Unit **
Senior Administrative Associate GS-7 (Yangon**)

United Nations World Food Programme

No. 5 Kanbawza Street, Shwe Taung Kyar (2) Ward

Bahan Township, Yangon, Myanmar

P.O. Box 650

Email: wfpmyanmar.vacancy@wfp.org

(This is A Local Position: only Myanmar Nationals are eligible to apply)

Note:Applications are invited from interested Myanmar nationals Interested candidates should submit their application with updated UN P-11 Form, relevant educational certificates showing highest level of educational attainment and the names and contact information of three references.Please mention in the applications if there is, blood/marriage relationships with the existing WFP employees. Applications received after the closing date will not be considered. Only short-listed candidates will be notified. Please do not send original documents as they will not be returned.