Temporary Administrative Agent at the ECHO Myanmar Office

a Temporary Administrative Agent

Assistant

VACANCY ANNOUNCEMENT

ADMINISTRATIVE AGENT

ASSISTANT

(Group IV)

(TEMPORARY – 6 MONTHS)

a Temporary Administrative Agent

Assistant

Education

JOB REQUIREMENTS

• Secondary education or equivalent commercial school/minimum Secretarial Diploma.
  

Knowledge And Experience

• Minimum 3 years of relevant experience;
• Good drafting skills;
• Good communication skills;
• Ability to work in a multicultural environment;
• Capacity to work in a multitasking position;
• Previous experience in a Governmental or other International humanitarian Organisation is an advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  

Languages

• Fluency in English (verbal & writing).
• An excellent knowledge of Myanmar language (verbal & writing).
  

The jobholder supports the work of HR, Administration and Finance team and/or ensures receptionist functions in the Office.

Responsibilities & Tasks

:

HR & Administrative Support

• Support in preparation of contracts including all supporting documents and maintain various records;
• Assists in managing administration and finance operational tasks, as appropriate;
• Follows-up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly report;
• Maintains an overview of expatriate staff’s visa and residence permit situation, and makes necessary applications;
• Follows-up all protocol issues (visa request, travel permits, stay permits, car registration, etc.) in liaison with the EU Delegation;
• Backs-up the administration support in case of absence with respect to basic financial and human resources tasks.
  

Secretarial duties

• Follows and registers incoming correspondence and communications from the team members. Ensures that replies are sent in a timely manner. Keeps record of all mail sent and all documents given for signature and/or information to the EU Delegation;
• Drafts standard and administrative correspondence. Corrects written materials prepared by other staff members as regards format and spelling. Photocopies and collates documents as requested;
• Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures;
• Ensures efficient and effective internal and external communication;
• Provides assistance with respect to scheduling of meetings;
• Maintains the stock, distributes stationery supplies, and updates the stock cards, as appropriate.
  

Specific duties for the senior level Administrative Agent

Assistant

• Identifies complex, urgent or sensitive information for special treatment;
• Generates a variety of reports and statistical tables to support the other team members;
• Briefs and trains new staff, gives guidance to other secretaries on office procedures and coordinates the secretarial services of the office.
  

Front-desk service and telephone communications services

• Monitors all visitors to the office, issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate;
• Manages and operates the central switchboard, answering telephone, responds to routing requests for information;
• Transmits messages and checks the fax machine frequently;
• Receives, registers and dispatches all office communication by e-mail, fax, post, diplomatic pouch, express airmail and telephone;
• Assists in preparation for meetings. Manages the meeting/conference room bookings;
• Updates office staff contact list on regular basis and circulates amongst all staff;
• Keeps list of names, addresses and telephone numbers of government officials, members of diplomatic missions, operational partners and suppliers.
  

Specific duties for the senior level Administrative Agent

Assistant

• Manages and plans the front-desk coverage;
• Monitors driver’s movements.
  

General Administration Support

• Provides administrative support with accuracy and consistency;
• Plays the focal role for the mission of all staff and leave requests;
• Facilitates travel arrangements for both the national and expatriate staff of the office by assisting in preparing all travel arrangements, travel requests, and assists in the preparation of security clearances;
• Arranges hotel accommodation and other mission needs for visitors;
• Maintains field trips schedule for DG ECHO staff working in the country/region;
• Organises and maintains a filing system for the secretarial related files;
• Translates and interprets, as appropriate.
  

Specific duties for the senior level Administrative Agent

Assistant

• Directs and coordinates the support services in the office, including coordinating with suppliers.
  

Office Specific Responsibilities/tasks

• Checks and maintains monthly vehicle log sheets and prepare monthly fuel consumption report.
• Tracks and reports vehicle mileage and private-use kilometers to relevant administration staff.
• Follows-up the maintenance and insurance of the vehicles.
• Assists in liaising with insurance companies to ensure timely renewal Fire and Allied Perils insurance.
• Supports the coordination process for Group Health insurance renewal.
• Laise with suppliers to obtain quotations
• Assists in service contract renewals and vehicle maintenance payments.
• Checks Drivers overtime performance and verify the accuracy of overtime calculations.
  

• Supports in conducting annual physical inventory checks, managing write-offs, and coordinating file destruction.
  

• Manages non-ICT pool equipment-office machinery, audio-visual equipment, meeting facilities, etc.
• Collaborates with the regional office ICTM team to ensure proper maintenance, functioning and upgrading computer systems, software, and network infrastructure.
• Undertakes any additional tasks as assigned by the HoO/RO (Regional Office) and/or Headquarters.
  

How To Apply

Applications MUST comprise of:

• a cover letter (maximum of 1 page) setting out the candidate’s motivation and suitability for the position.
• a detailed CV in the Europass European CV standard format only. (https://europa.eu/europass/eportfolio/screen/cv-editor?lang=en). No other format will be accepted.
• Academic and relevant employment certificates certified true copy by the applicant.
• The name, position and contact number/details (telephone, e-mail) of three references (including HR department and the supervisor), one of them being a recent employer.
• A copy of the valid work and residence permit to live and work in Myanmar (in case of non-Myanmar nationality)
  

Applications should be sent by email to ECHO-Administration.Yangon@echofield.eu until 17:00hrs (local time) by 18.09.2025

“

Only the short-listed candidates will be contacted.

THE EMPLOYMENT CONDITIONS

The employment contract is for a period of six months, subject to successful performance during a probationary period of one month.

the monthly basic salary is EUR.

1,078 (MMK 5,223,492)

EUR. 1,042 (MMK 4,984,620)

. The salary is subject to local taxes.