Myanmar nationals: Project Assistant (Environmental Governance)

United Nations Development Programme (UNDP)

Yangon, , MM

Myanmar has a high risk to cyclonic storms, floods, earthquakes, tsunamis, forest fires, landslides and epidemics which causes loss of lives and destroys infrastructure and livelihoods of people across the country. Annual average expected economic losses in Myanmar are nearly US$ 200 million or 1 per cent of the National GDP which results in diminished resources for investment in development issues such as health or education. 
UNDP Myanmar current Country Programme (CPD, 2013-17) and the draft CPD 2018-2022 have strong focus on reducing the associated risks of natural disasters. The current CPD’s Output 6, under the Environmental Governance and Disaster Resilience Pillar, aims to build disaster resilient communities by strengthening preparedness, mitigation, recovery capacities of communities, the civil society and local and national institutions to manage the impact of disasters, as well as the capacity to incorporate DRR into development planning. In the past year, UNDP has been providing technical support to the Government of Myanmar for preparing the Disaster Management Law 2013 and the Rules 2015. Currently, UNDP and members of the Myanmar Disaster Risk Reduction Group are supporting the government in developing a new Myanmar’s Action Plan on Disaster Risk Reduction (MAPDRR, 2020). UNDP is also supporting to develop a National Disaster Loss and Damage Database..
With the support of funds from ECHO, UNDP Myanmar is initiating a 18-month project entitled “Building resilience in earthquake prone areas in Myanmar through better preparedness and response” (hereinafter referred to as the Project) in 6 States/ Regions (Yangon, Mandalay, Sagaing, Bago, Kachin, Chin) and Union Territory (Nay Pyi Taw). The Project objective is to reduce the loss of lives due to earthquakes in Myanmar by a) raising community awareness of actions for preparedness and response and b) enhancing the Government’s ability to coordinate and lead earthquake preparedness and response. 
The Project is expected to achieve the following three results:
Result 1: National and sub-national government institutions are equipped with functional and tested Earthquake Preparedness and Response Plan: the project will develop a National Earthquake Preparedness and Response Plan in consultation with all relevant stakeholders. Standard Operating Procedures for the Emergency Operations Center (EOC) will be developed for effective earthquake response.
Result 2: Women, men and children, from different ethnic groups, in the most earthquake prone region are informed on basic life saving techniques before, during and after an earthquake: Based on the assessment analysis, the Project will design targeted information, education and communication (IEC) materials that reach men, women, youth and ethnic groups in the most earthquake prone states/regions. Special attention will be given to reach the most vulnerable and marginalized groups, including those living in conflict or remote areas.
Result 3: Good practices, technical and scientific data: Building on the results of past DIPECHO and other DRR initiatives in the country, the project will bring together scientific and technical knowledge, and the development and resilience framework for enhanced preparedness and risk reduction
Duties and Responsibilities
Under the guidance and supervision of the Project Manager, the Project Assistant will provide operational support to achieve the project results through the smooth implementation of the activities. Specific roles and responsibilities will include:
Summary of Key Functions:
Provide logistics and administrative support to the implementation of the Project
Support in keeping systematic records of financial transactions, operational control and procurement processes
Support to coordination, knowledge building and knowledge sharing
1. Provide logistics and administrative support to the implementation of the Project
  • Assist the Project Manager in day-to-day management and oversight of project activities;
  • Assist in the preparation and compilation of progress reports;
  • Provide administrative and logistics support to implementation of the projects such as preparation/request cash advances for project activities, arranging for meetings and workshops and other related project activities in line with UNDP policies and procedures;
  • Support for procurement of training/office materials, stationery and IECs materials as necessary;
  • Prepare for regular and ad-hoc meetings, consultations and workshops, keep records of participants’ attendance, minutes of meetings, and keep track and follow up submission of relevant reports;
  • Assist in minutes taking for programme/project meetings and in drafting research reports as required;
  • Prepare routine correspondence, faxes, memoranda and reports in English and/or local language and transmit to relevant government departments, ECHO Partner Agencies, UN Agencies, NGOs, Professional Societies, DRR Working Group and UNDP Country Office in accordance with UNDP Country Office guidelines;
  • Maintain up to date office files in a systematic manner in both hard and soft copies of all the supporting documents of the project;
  • Assist in monitoring the use of office equipment, furniture, machinery and other inventory and ensure timely service and repairs, in coordination with the Country Office Administrative Support Team;
  • Liaise and follow-up with relevant government departments and UNDP Field Offices on administrative and programme matters in collaboration with the Project Manager;
  • Coordinate with UNDP Operation Team for administrative and logistic needs when necessary;
2. Support in keeping systematic records of financial transactions and reporting procedures, operational control and procurement processes
  • Maintain proper control over financial records such as advances and expenditures against expected budgeted amounts in accordance with UN procedures. This includes ensuring that receipts are kept for all payments and that correct procurement procedures are followed;
  • Undertake preparation of budgets, financial reports and other reports required for submission to the Project Manager;
  • Maintain an internal expenditure control system including timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Extract and input data from various sources in corporate financial or accounting systems;
  • Creation of requisitions in ATLAS for development projects, register of goods receipt in ATLAS. Perform budget checks for requisitions, purchase orders and vouchers;
  • Provide payment details for various items outlined in the project workplan and prepare cash forecasts and budget revisions for project activities on a monthly basis;
  • Establish and maintain an effective inventory system for all project equipment and assets;
  • Reconcile all balance sheet accounts and keep a file of all completed reconciliation;
  • Draft procurement plans for the project and provision of support to their implementation;
  • Ensure completion of monthly leave reports and attendance records of project staff;
  • Assist in preparation of draft job descriptions, requests for recruitments/procurements, interview minutes and requests for contract;
  • Ensure quality control of documents required for processing personnel or procurement actions related to the project activities;
3. Support to coordination, knowledge building and knowledge sharing focusing on the following:
  • Support the Project Manager in coordinating with government departments, ECHO Partner Agencies, UN Agencies, NGOs, Professional Societies, DRR Working Group for implementing project activities;
  • Support in preparing correspondence on project coordination with other agencies;
  • Contribute in facilitation to receive the feedbacks on the consultations/discussions and incorporate in the respective documents;
  • Provide in sharing information and results of consultations/discussions to the relevant stakeholders;
Impact of Results
The key results will have an impact on the overall success of the ‘Building resilience in earthquake prone areas in Myanmar through better preparedness and response’ Project and to the achievement of outcomes outlined in UNDP’s Country Programme.
Corporate Competencies:
  • Demonstrates commitment to the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality and age sensitivity and   adaptability
  • Ability to maintain effective support with different kinds of people
Functional Competencies:
  • Knowledge Management and Learning
  • Shares knowledge and experiences; 
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
  • Seeks and applies knowledge, information, and best practices from within and outside of UNDP;
Development and Operational Effectiveness
  • Strong analytical skills and the ability to master new material quickly;
  • Ability to manage priorities in order to meet tight deadlines;
  • Good communications, interpersonal and report writing skills; and
  • Creativity and innovative abilities;
Self-Management and Leadership
  • Focuses on impact and result for the client and responds positively to critical feedback;
  • Encourages risk-taking in the pursuit of creativity and innovation;
  • Leads teams effectively and shows conflict resolution skills;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates strong oral and written communication skills with diverse culture and traditions;
  • Builds strong relationships with clients and external actors;
  • Demonstrates openness to change and ability to manage complexities;
  • Remains calm, in control and good humored even under pressure;
  • Proven networking, team-building, organizational and communication skills;
Core Competencies: 
  • Ethics & Values: Demonstrating / Safeguarding Ethics and Integrity.  Is familiar with and acts in accordance with the standard of conduct for international civil servants, ethics and UN/UNDP values 
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients 
  • Developing & Empowering People/Coaching and Mentoring: Self-development, initiative-taking. Takes initiative and seeks opportunities to initiate action 
  • Working in Teams: Acting as a team player and facilitating team work.  Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity
  • Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively.  Uses tact and sensitivity when delivering sensitive information or resolving delicate issues
  • Self-Management & Emotional Intelligence: Creating synergies through self-control Fosters a positive outlook and maintains focus during period of stress and heavy work load, inspiring and guiding others towards goal achievement 
  • Conflict Management/Negotiating & Resolving Disagreements: Managing conflict Remains calm, composed and patient, regardless of his/her own state of mind in the face of conflict 
  • Knowledge Sharing & Continuous Learning: Learning and sharing knowledge and encourage the learning of others, actively seeks learning opportunities, adopting best practices created by others 
  • Appropriate and Transparent Decision-making: Informed and transparent decision making. Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level


Required Skills and Experience
  • A Bachelor’s Degree or an equivalent qualification with specialization in Accounting and Finance, Business Administration or related field 
  • At least 3 years with administrative or programme experience is required
  • Previous experience with UN project is an advantage;
  • Very good inter-personal skills; 
  • Proficiency in the use of computer software applications (MS Word, Excel etc.) and experience in handling of web based management systems
Language Requirements:
  • Excellent command of written and spoken English and Myanmar language
Only those candidates in whose qualifications and experience the Organization has further interest will be contacted for subsequent interview(s). 
UNDP is an equal opportunity employer. UNDP regrets its inability to reply individually or attend to telephone queries on the advertised posts. 
Thanking you for your kind cooperation.