Project Assistant - System Transformation Grant Job at UNESCO

Job Description

PROJECT ASSISTANT - SYSTEM TRANSFORMATION GRANT JOB DETAILS Type of contract : Service Contract Level : SC5 Hiring Unit : Education Sector (ED) Duty Station : Myanmar Work location : On site Duration of contract : 12 months Initial three (3) months probationary period; renewal subject to satisfactory performance and availability of funds. Hiring open to : External candidates Application deadline (Midnight UTC+7 Time) : 12/05/2026 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Only candidates who have the right to live and work in Myanmar may apply for this position. ORGANIZATIONAL CONTEXT Under the overall authority of the Regional Director of the United Nations Educational Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok and Office for UN Coordination for Asia and the Pacific, and the direct supervision from Head of Myanmar Project Antenna and the program specialist, the incumbent will be responsible for providing programme implementation support to the UNESCO Myanmar Project on the System Transformation Grant (STG). UNESCO Myanmar Project Antenna Office (hereafter UNESCO Office) plays a key role in supporting Myanmar’s education sector through technical assistance, policy advocacy, and coordination among development partners. UNESCO facilitates sector-wide dialogue and collaboration, contributing to strategic planning and capacity development at both national and subnational levels. The office provides leadership in education sector coordination, including its role in co-chairing the sectoral coordination groups and supports initiatives aimed at ensuring inclusive, equitable, and quality education.

Job Responsibility

Track and report on programme activities
prepare project evaluations reviewing budgetary data/ information from current or past initiatives
Respond to enquiries
monitor the budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations
alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action
Collate information and draft regular and ad hoc budgetary/ financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors
Provide support in programme administration with regard to the preparation of outreach activities, partnership initiatives and special events
Track, retrieve, research files, reports, other records and past practices
gather and collate background information
verify information for relevance and accuracy
analyze and summarize information
identify elements of interest
prepare draft dockets and charts
assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats
Look for possible venues
prepare list of participants
draft invitation letters, etc.
Process requests for translation, printing, dispatch of information documents for statutory meetings
coordinate the delivery of translation services
complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress
In collaboration with team members, assess administrative support needs for meetings/ events/ workshops/ seminars, travel, document processing/ publication production and consultants/temporary assistance, and coordinate office support services for the same
Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution
Initiate a variety of contractual documents using examples or templates
identify consultants, suppliers (from a roster), and prepare purchase requisitions in accordance with instructions
verify requests for payments against contractual obligations in the financial system
process contractual transactions and provide information on payment status and remaining obligations to the responsible officer
Prepare minutes and monitor follow-up activities
Support informal translation of administrative documents or letters and provide informal interpretation support to UNESCO international staff during workshops and meetings
Provide guidance and support for project/programme reporting requirements
prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of temporary personnel, transfer, etc.)
This can also include processing visas, security cards and other documentation
preparing regular and ad hoc reports on HR movement, leave usage etc, for the supervisor, or on other staff resources funded via the extra-budgetary envelope
Initiate travel authorization and make travel arrangements for team staff
provide assistance to partners and stakeholders as required
Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
Maintain/ update programme and project documentation and records, research, and track background information and documentation
maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters
update staff and equipment listings
ensure the proper creation and closure of files and the safe retention of the same
Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/ transmit administrative or budgetary information
verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards
maintain mailing lists and other contact lists
Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.
Perform additional activities that may be required to ensure the success of the work team

Requirements

Completed secondary education and/or Bachelor's Degree in the field of business administration, finance, accounting, management, education, social sciences or related areas
Minimum five (5) years (with secondary education), or, minimum two (2) years (with Bachelor Degree) of relevant experience in administration or programme support service
Proven experience in providing administrative and logistical support as a member of a project team
Excellent computer skills in all aspects of Microsoft Office, including typing in English and Myanmar
Capacity for accuracy and attention to detail in preparation of correspondence
Ability to take initiative and to provide quality and timely support and services
Ability to work independently on delegated tasks and to meet deadlines
Excellent organizational, interpersonal, and communication skills
Proven ability to work efficiently, under pressure, and in a multi-cultural environment
Excellent knowledge of English and Myanmar (spoken and written)
Bachelor's Degree or higher Degree in international development
Experience within the UN System or international organizations
Experience in conducting research will be an advantage
Experience in the field of ICT
Ability to work effectively with diverse groups of professionals towards common goals

Nice to have

Experience within the UN System or international organizations
Experience in conducting research will be an advantage
Experience in the field of ICT
Ability to work effectively with diverse groups of professionals towards common goals

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Project Assistant - System Transformation Grant

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