Administrative Assistant - Yangon

Funded by the European Union, the STEP Democracy Programme is a long-term programme designed to support Myanmar’s democratic transition.  STEP will continue its support to electoral processes, political participation and representation and robust legal frameworks under its second phase (STEP II) extending until 2021. This will be done through extensive partnerships with national institutions including the Union Election Commission (UEC), political parties, civil society and the media.  STEP Democracy has a strong commitment to an open and flexible approach to democratic reform which is mindful of the rich history and cultural diversity of Myanmar and which does not seek to impose solutions.

In Myanmar, International IDEA has worked in three main areas: electoral processes; transition to democracy, and parliamentary support.

International IDEA in Myanmar is seeking to recruit an Administrative Assistant who will be responsible for implementing administration and support activities related to office administration, logistics and coordination of events.

Duties and Responsibilities

• Manages the data base of all International IDEA’s internal and external stakeholders in Myanmar (e.g. Members of Parliament, Chief Ministers, State/Region speakers etc.); Maintains the data base for the monthly newsletter and manages the distribution to relevant audiences;
• Manages photo library and all related documents; Assists in maintaining and organizing the organization’s records and filing in the designated system;
• Assists with the update and maintenance of the Institute’s internal website and other social media (e.g. IDEA Myanmar Facebook), including drafting articles for the website;
• Assists with registration of internal/external communications and institutional documents, in liaison with relevant colleagues. Handles incoming enquiries from external stakeholders;
• Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
• Registers all personnel leave requests, in liaison with Human Resources;
• Organizes and coordinates logistical arrangements for office meetings and conferences; Assists with the preparation of meeting materials and follow-up production of documents.

General Profile

• Has developed knowledge and skills through formal training or work experience;
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Integrates a gender and diversity perspective in all activities;
• Has good interpersonal skills.

Reporting Line

• Finance and Administrative Manager.

Functional Knowledge

• Has established skills to perform a wide range of day-to-day activities with professionalism and a high standard of quality.

Operational Knowledge, skills and experience

• Integrates a results-based management approach into his/her activities;
• Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the project and uses this knowledge to accomplish team objectives;
• Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

• No direct people management responsibility.

Problem Solving

• Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.

Impact

• Has an impact on the programme development and delivery through the quality of the services or information provided.

Communication and Interpersonal Skills

• Liaises regularly with all internal and external stakeholders involved in his/her projects;
• Acts in all assignments with personal energy and engagement;
• Fluency in written and spoken English and Myanmar language is required.

Education and Experience

• Minimum of two (2) years’ experience within a similar role responsible for implementing administration and support activities related to office administration, logistics and coordination of events;
• High school diploma and preferably business and/or secretarial education; university background is considered an advantage;
• Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.

Terms of Contract

• Local Post. Two (2) year fixed-term appointment.

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Myanmar.

Applying for this position

• Applications should be submitted no later than 24:00 (CET) 09 June 2019. Please note that all applications must be made in English.
• Please apply directly by pressing the Send Application button.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.