Programme Management Associate (Assistant to the Fund Director)

Description and Requirement

Under the direct supervision of the Fund Director, the Programme Management Associate (Assistant to the Fund Director) will assist the Fund Director with administrative, logistical, and organizational duties. Key responsibilities include:

1. Secretarial Support

• Coordinate and prioritize the flow of correspondence to and from the Fund Director’s office.
• Receive, screen, and route correspondence requiring the Fund Director’s attention.
• Draft routine correspondence and meeting minutes related to the Fund Director’s work.
• Prepare and format materials, including correspondence, reports, and presentations.
• Track and follow up on action points from management meetings to ensure timely completion.
• Maintain a tracking system for tasks assigned by the Fund Director to team members and monitor progress.
• Organize and plan daily work to meet objectives effectively.

• Compose correspondence and justifications as required by the Fund Director on administrative matters.
• Research and provide background material in preparation for meetings attended by the FUND Director.
• Summarize key points from meetings, disseminate reports, and ensure necessary follow-up actions are taken.
• Maintain the Fund Director’s calendar of official engagements and coordinate appointments and commitments.
• Ensure smooth day-to-day functioning of the Fund Director’s office and act as a liaison in their absence.

• Establish and maintain an efficient electronic and hard-copy filing system for the Fund Director’s office, ensuring confidentiality.
• Coordinate travel arrangements and accommodations for the Fund Director in a timely manner.
• Organize meetings, appointments, and programmes for high-level visits as required.
• Ensure compliance with confidentiality protocols for documentation and information.
• Handle protocol-related tasks and liaise with relevant stakeholders for smooth coordination.
• Support the logistics and organization of workshops, meetings, and retreats led by the Fund Director.

Requirements

Education

• Completion of secondary education is required.
• A first-level university degree (e.g. Bachelor) preferably in Business Administration, Social Sciences, Development Studies, Management or other relevant discipline is an asset and may be considered as a substitute for 4 years of work experience.

• Minimum six (6) years of relevant experience in general administration, logistics, operations support,  programme/project management or coordination,  or any other relevant field is required.
• Experience in coordinating with diverse clients or stakeholders is required.
• Experience working with the UN or international organizations is highly desirable.
• Experience in the usage of computers and office software packages (e.g. MS Office newer versions, Google Suite Applications) is required.

• Fluency in written and spoken English is required.
• Proficiency in other Myanmar languages is an asset.