Administration Assistant (Reception/ Archiving)

Dutystation: Yangon, Myanmar

Functional responsibilities

1. Front office clients service and secretarial support

2. Effective mail management and Administrative support

3. Archiving of files and documents

4. Knowledge Building and knowledge sharing

• Managing switchboard and directing call, taking messages, and delivering messages professionally and efficiently to the recipients

• Monitor the working condition of office equipment, ensure day-to-day functioning of telephone switchboard, fax machine, and take necessary action on repairs and replacement.

• Register and receive all visitors, direct to the appropriate host, respond to queries of visitors and provide assistance.

• Coordinate with the Office facility management team to make sure the lobby and reception area are neat and tidy.

• Manage meeting room reservations and ensure facilitator/host needs are met by liaising with the ICT office and facility management team.

• Maintain, issue, track usage and disbursement of office stationery supplies. Prepare the monthly stationary consumption reports and prepare the procurement request for additional stocks as needed.

• Receive and register incoming faxes, letters, deliveries, diplomatic pouch and official correspondence, and distribute them to respective programme/projects/units.

• Register and dispatch outgoing letters, packages and official correspondence. Maintain accurate tracking records.

• Ensures all outgoing faxes are sent and received, recorded and tracked for historic purposes.

• Assist personnel and staff for Business card printing.

• Assist in office records keeping, filing system of Admin Unit to ensure files are properly stored and accessible.

3. Support the provision of physical archiving focusing on achievement of the following results

• Organize information management systems such as files or digital databases

• Monitoring the condition of stored files to prevent deterioration and arranging necessary documentation

• Performing inventory and recordkeeping functions for filling from different projects/ programme/ units.

• Coordinate with the programme/ project focal persons for the disposal of physical files in accordance with UNOPS policies and procedure and/or provision in the project/ contribution agreements

• Contributing to the management of collections by inserting new materials and removing items that have been received from other institutions or disposed of

• Cooperate with focal persons from projects/ programme/ units of the organization In order to help them meet their needs

• Preparation of material for accession into the archive's permanently preserved collection, including formatting documents in folders or boxes and marking them with relevant information

• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the supervisor.

• Participate in and follow instructions of related activities that will ensure completion of archiving projects according to workplan.

• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.

• Compiles information for periodic audits

• Provide backup support to the administrative team in absence of other team members or upon request of the supervisor.

4. Knowledge Building and Knowledge Sharing

• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.

• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintain Admin Unit’s documentation, records and files, ensuring safekeeping of confidential materials.

• Sort and Categorize Files

• Remove duplicates and finalize each file/case

• Collate all documents to be discarded in accordance with UNOPS file retention policy

Education/Experience/Language requirements

Education

• Completion of secondary school is required.

• Bachelor’s Degree in Business Administration, Public Administration, or equivalent discipline is desirable. In the absence of a degree, administrative certification is an asset.

Experience

• A minimum of 4 years of administrative/document management/operational experience in procurement, finance and administration, with demonstrated capacity to meet performance indicators, and deliver results is required. Relevant Diploma or Bachelor degree may substitute for some of the required years of experience.

• Some experience in UN system organizations is desirable.

• Ability to work with computers and experience working in Enterprise systems and in Google environment is desirable (G drive, Google Sheets and Google Docs) and database packages

Languages

• Full working knowledge of English and Myanmar language is required.

• Knowledge of another UN official language is an asset