Vacancy Announcement No.

VA10/067, 16 November 2010

World Food Programme, Myanmar

Vacancy Announcement

Contract type: Service Contract SC-4

Post title: Administrative Assistant
Number of Post: 1
Duty Station: Yangon
Report To: Administrative Assistant
Required Period of Service: One Year (Extendable)
Deadline for application: 28 November 2010

Qualified women are especially encouraged to apply

Duties and Responsibilities:

Under the direct supervision of Administrative Assistant and overall supervision of the Finance and
Admin Officer, the incumbent will perform the following duties.

 Extract and input data from various sources in administrative, procurement and other WFP
corporate systems;
 Maintain a selected number of administrative control records, such as for commitments and
expenditures, travel, insurance, procurement and other;
 Initiate and process administrative actions such as those found in travel, procurement,
disbursement;
 Make computations, calculations and estimates and prepare reports or assist in the
preparation of periodic reports including forms, tables, charts and other;
 Draft correspondence relating to the area of responsibility;
 Arrange meetings such as workshops and seminars;
 Make travel arrangements in line with administrative rules and procedures;
 Provide supervision and monitoring of country office drivers
 Organize timely and efficient maintenance of WFP vehicles; Check vehicle technical readiness
for operation including insurance documents and drivers;
 Establish and maintain monitoring and control systems for all spare parts, lubricants,
consumables and tyres issued and their proper utilization;
 Assist in the preparation of office budgets on vehicle running costs and maintain necessary
budgetary control records;
 Record all works carried out related to WFP vehicles;
 Monitor and update the inventory at warehouse such as office supplies and stationery,
visibility items, etc and prepare monthly stock reports;
 Coordinate and manage deliveries of non-food items request from sub-offices and follow up
for the receipt
 Ensure the regular maintenance of office space (electrical, plumbing, heating,
air/conditioning, ventilation, security, etc), and the discussion with the lease owner/ service
provider;
 Set up, classify and maintain files;
 Perform other related duties, as required.

Qualification

Education:
Secondary school education. University degree in any field or supplemented by technical or university
courses in a field related to procurement is preferable.

Experience:
At least three years of progressively responsible support work experience in general administrative
work including at least one year in the field of accounting, human resources, administrative services
or other related field and at least one year at grade 3 level or equivalent.
Knowledge:
Training and/or 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 in the area of administration.

Language:
Fluency in both oral and written English and Myanmar.

Critical Success Factors:

Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve
operational problems. Ability to communicate moderately complex matters clearly and concisely.
Ability to perform detailed work, work of a confidential nature and/or to handle a large volume of work
possibly under time constraints. Ability to deal patiently and tactfully with people of different national
and cultural backgrounds.

Desired skills:
Formal training in administration. Knowledge of WFP administrative manuals in the area of finance,
budget, human resources, transport, procurement or travel. Typing 35 wpm in English.

Please send applications to: Human Resources Unit (Administrative Assistant SC-4 Yangon)
United Nations World Food Programme
3rd Floor, Inya Lake Hotel
37 Kaba Aye Pagoda Road
Yangon, Myanmar
P.O. Box 650
Email to: Myanmar.vacancy@wfp.org
(Please do not sent through file sharing sites. e.g. www.SEND6.com,
www.yousendit.com)
Note: Candidates are also requested to mention in the applications if there is, blood/marriage
relationships with the existing WFP employees. Only short-listed candidates will be notified. Please do
not send original documents as they will not be returned.