Administrative and Logistics Assistant

United Nations Development Programme; Cotabato City; On-site; PHP 420,000 - 660,000; Full time

Job summary

UNDP in the Bangsamoro region seeks an Administrative and Logistics Assistant to support PROSPER-Bangsamoro activities. Under the Project Manager, you will handle daily office tasks, travel arrangements, procurement support, and recordkeeping to ensure smooth operation of project activities.

The role requires strong organizational skills, English and Filipino fluency, and the ability to work with diverse teams.

Qualifications

• Secondary Education is required.
• A university degree (Bachelor's degree) in Business Administration, Public Administration, Accounting, Finance, Logistics, Procurement, Management, or a related field will be given due consideration, but is not a requirement.
• Experience in administration, logistics, procurement, operations support, or project support services is desirable.

Responsibilities

• Provide administrative, financial and logistical support to project activities.
• Coordinate travel arrangements and meetings, including agendas and reservations.
• Assist in procurement processes, vendor coordination, and documentation.
• Maintain accurate filing systems, asset inventories and financial records.
• Support budgeting, payments, and office supply management.
• Contribute to knowledge sharing and project documentation.

Skills

English proficiency

Filipino language

Education

Bachelor's degree in Business Administration/Public Administration/Accounting/Finance/Logistics/Procurement/Management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Office/Unit/ProjectDescription

In order to addresses the challenges and adapt to the continually evolving scenario in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM), continuing substantive support for governance, stabilization,resilienceandnormalizationprocesseswillbecrucialtohelpaddressrisksandvulnerabilities andprotectandsustainthegainsoftheBangsamoropeaceprocess.TheDFAT-Australiasupportthrough UNDP-implemented programs has significantly contributed to conflict-prevention and peacebuilding in the Bangsamoro. Phase 1 of PROSPER-Bangsamoro has sought to complement and strengthen the conflict-prevention and peacebuilding ecosystem in the BARMM through support across governance, stabilizationandresilience,andnormalizationoutcomes.Giventhecurrentfragilecontextemergingfrom evolving risks and challenges to the peace process, there is an imperative to further strengthen this conflict-prevention and peacebuilding ecosystem in the lead-up to the first Bangsamoro Parliamentary Elections in September 2026.

Phase 2 of PROSPER-Bangsamoro will thus seek to build on the gains and lessons learned from the implementation of theinitial phase. Itwill continueto contributeto all threeoutcomes of Peacebuilding in Conflict-Affected Mindanao (PCAM) 2 – governance, stability and normalization- by continuing good practices while enhancing implementation approaches based on challenges encountered in the initial phase.Moreover,Phase2ofPROSPER-BangsamorowillcontinuetostrengthenthecapacitiesofBARMM andlocalgovernmentinstitutionsformeaningful,inclusiveandpeacegovernancethroughrespondingto perceptionsofexclusionandgrievancesamongcommunitiesandgroupsinmarginalizedandvulnerable situations. It will continue to contribute to efforts on conflict prevention and transformation not only at the level of peace process mechanisms and government institutions, but also bridging and deepening socialtransformationtoeffectivelyaddresstheneeds,rightsandaspirationsofcommunitiesandsectoral groups who lie at the heart of the Bangsamoro peace process. As the transition to the regular BangsamoroGovernmentfollowstheSeptember2026elections,Phase2PROSPER-Bangsamorowillalso assist partners in consolidating, transitioning and institutionalizing conflict-sensitive and peacebuilding policies,capacitiesandprogramsattheregional,LGUandnationallevels.PROSPER-BangsamoroPhase

2aimstoachievethefollowingoutcomes:

Outcome 1

Effective transition of conflict-sensitive andpeace-responsive governance policy and programming facilitated at the regional and local government;

Outcome 2

Empowerment and resilience of sectoral groups and their capacities for rights-claiming processes strengthened in the transition to the regular Bangsamoro Government, and;

Outcome 3

Normalization processes supported through transitional justice and reconciliation programming,deliveryofpeacedividendsandaccompanimentsupportforGPH-MILFpeace process mechanisms.

As such, UNDP is looking for individuals who have analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors in the Bangsamoro region. We seek individuals who can apply global best practice to national contexts. We are lookingfor peoplewhoareenthusiastic,motivatedandcommittedtomakingapositivecontributiontopeacebuilding anddevelopmentintheBangsamororegion,andinthePhilippines.Theindividualmusthaveknowledge and demonstrated experience in managing the implementation of development projects, particularly in the thematic area of peacebuilding. He/She will help shape UNDP’s initiatives and projects on conflict prevention, preventing/countering violent extremism, empowering women and youth, promoting social cohesion, and sustaining peace as well as climate security.

TosupportthePeacebuildingCluster under thePeaceandStabilization Team ingeneral andtoassistin the implementation of Phase 2-PROSPER-Bangsamoro, UNDP is seeking, UNDP is seeking a Project Administrative, and Logistics Assistant to support the day-to-day operations of Project. The AdministrativeandLogisticsAssistantistaskedtoprovideadministrative,financial andlogisticalsupport in the implementation of project activities, while ensuring high quality, accuracy, and consistency of work.TheAdministrativeandLogisticsAssistantisexpectedtoreportdailytotheProjectManager.The position holder also demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds. Moreover, the Administrative and Logistics Assistant works in close collaboration with the UNDP Peace & Stabilization Programme Team, as well as with other UN Agencies, and civil society to successfully implement the activities.

ScopeofWork

The functions of the Administrative and Logistics Assistant will be following:

1. Ensures supportto the projectinperforming administrativetasks focusing onachievement ofthe following results:
   • Provide support in the efficient management of the project's administrative, logistical, and procurement system.
   • Undertake administrative, finance and procurement procedures such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection ofprice quotations, payment of utilities and ensure maintenance of the project records and filing systems and safekeeping of confidential materials;
   • Ensuretimelyandqualityadministrativeandlogisticalsupporttoprojectactivities;
   • Conductperiodicequipment/propertyinventoryandensurerecordingintheappropriateledgers;
   • Facilitate procurement of office supplies, equipment, venue related and any procurement services needed;
   • Ensureprovisionoflogisticalservicessuchasarrangementofmeetingsworkshopsandother project-relatedevents,aswellasday-to-daytransportationandmissiontravelrequirements;and,

• FollowingupandfinalizingtravelarrangementsofPeaceTeampersonnelandactivityparticipants;
  • Managetheday-to-dayoperationsoftheoffice,includingtheprovisionofassistanceinthe implementation of office, personnel and logistics management systems;
  • Monitorequipment/vehicleutilizationandotheradministrativerecords;
  • Help ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines;

  • Contribute in developing administrative project material including: 1) event notification forms and checklists; 2) calendars of events and activity schedules; and 3) lists of invitees and participants;

    4) assists in monitoring the work progress of project consultants to ensure adherence to the timelinesstipulatedundertheapplicabletermsofreferenceandrequestsforquotations/proposals;

  • Coordinate the project events/activities including: 1) preparatory communications with stakeholders;2) disseminationof invitations;3) coordination with eventresource persons;4) pre-event communication with invitees; 5) provision of on-site logistical support; and 6) post-event communication with participants;
  • Coordinate with service providers for effective implementation of project activities in terms of itineraries and other arrangements;
  • Contributetoensuringregularupdates ofall project-relatedwebpages and communications outlets.
  • Ensurepropersystematicfilingandmaintenanceofofficerecordssuchasincomingand outgoing correspondences, calendar of activities,transportationrequests,staffleavemonitoring, request foroffice supplies, etc.
  • Ensuretheprovisionoftimelyandqualityadministrativeandfinancesupporttoprojectactivities
  • Coordinateandactasfocalpointforissuesrelatingtoadministration,logistics,financeandprocurement
  • Perform secretarial and office support functions such as photocopying, preparations formeetings/workshops, etc.
  • Performotheradministrative-relatedtasksasmaybeassignedbytheSupervisor

Ensures efficient and effective support to procurement functions that contribute to the effectiveactivitydeliveryandfieldmissionsfocusingontheachievementofthefollowing results:

• Provision of inputs to preparation of procurement plans for the project;
• Undertaking the appropriate procurement processes in accordance with the relevant UNDP policies, rules and regulations, including, but not limited to, creation of requisitions in Quantum for development projects and register of goods receipt in Quantum.
• Coordination with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
• Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are being utilized;
• Coordinating with the suppliers for the delivery of goods.
• Maintaining an accurate and reliable filing system;
• Assists in managing and maintaining the Project’s Asset Inventory and in the preparation and approval of the asset transfer documents [such as the Request for Asset Donation and Transfer (RADT) and Deed of Donation (DOD)] and in the preparations and actual transfer of the asset to the beneficiary;

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organizationoftrainingsfortheoperations/projectsstaffonfieldofficeissues.
• Synthesisoflessonslearnedandbestpractices.
• Soundcontributionstoknowledgenetworksandcommunitiesofpractice

Theincumbentperformsotherdutieswithintheirfunctionalprofileasdeemednecessary for the efficient functioning of the Office and the Organization.

InstitutionalArrangement

Under the guidance of the Project Manager the Administrative and Logistics Assistant will be tasked to deliver vital administrative support, to ensure quality implementation of activities.

Under the direct supervision of the Project Manager, and the day-to-day technical and functional supervisionoftheFinanceandAdministrativeOfficer,theAdministrativeandLogisticsAssistantprovides administrative, logistics, procurement, travel, asset management, and office support services primarily to PROSPER-Bangsamoro and, as required, to other projects and initiatives under the Peacebuilding Cluster of the Peace and Stabilization Programme Team. The incumbent works closely with the Administration and Finance Officer to ensure compliance with UNDP policies, procedures, and project requirements.

Competencies

AchieveResults LEVEL1:Plansandmonitorsownwork,paysattentiontodetails,delivers quality work by deadline

ThinkInnovatively LEVEL1:Opentocreativeideas/knownrisks,ispragmaticproblemsolver, makes improvements

LearnContinuously LEVEL1:Openmindedandcurious,sharesknowledge,learnsfrommistakes, asks for feedback

AdaptwithAgilityLEVEL1:Adaptstochange,constructivelyhandlesambiguity/uncertainty,is flexible

ActwithDetermination LEVEL1:Showsdriveandmotivation,abletodelivercalmlyinfaceof adversity, confident

EngageandPartner LEVEL1:Demonstratescompassion/understandingtowardsothers,forms positive relationships

EnableDiversityand Inclusion LEVEL1:Appreciate/respectdifferences,awareofunconsciousbias,confront discrimination

Cross-Functional&Technical competencies

Thematic Area

Business management (Partnerships management)

Build and maintain partnershipswithwide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Partnership management (CSOengagement)

KnowledgeandunderstandingofCSOsandtheabilitytoengagewith CSOs

Administration& Operations

Events management (includingretreats,trainings,andmeetings)

Ability to manage events, including venue identification, accommodation,logistics,catering,transportation,andcash disbursements, etc.

Finance

Audit(General)

• Understands how regulations and professional standards in internalandexternalauditunderpinauditworkinthepublic services.
• Understandsthekeystagesofauditwork,includingplanning, documentation, testing and reporting.
• Abilityto examine and verify accounts and records.
• Understands wider mechanisms for assurance and scrutiny.
• Understandsthelawandbestpracticerelatingtoanti-briberyand corruptioncontrolsandthefraudrisksfacedbypublicbodies.

Finance (Budget management)

Abilitytosupportbudgetaryaspectsofworkplanningprocess,drawing and management of team budgets

Finance (Audit risk management)

Ability to address audit issues raisedin the course of an audit and proposesolutionsinorderto ensureatrueandfairauditopinionis achieved.

MinimumQualificationsoftheSuccessful NPSA

Min.Education requirements

• SecondaryEducationisrequired. A university degree (Bachelor's degree) in Business Administration, Public Administration, Accounting,Finance,Logistics,Procurement,Management,orarelatedfield will be given due consideration, but is not a requirement.

Min. years of relevantwork experience

• Minimumoffive(5)years(withSecondaryEducation)ortwo(2)years(witha Bachelor'sdegree)ofrelevantexperienceinadministration,logistics, procurement, operations support, or project support services.

Requiredskills

• Experience in usingMicrosoftOfficeapplications,includingWord,Excel,PowerPoint, and Outlook.

Desiredskillsin addition to the competenciescovered in the Competencies section

• ExperienceworkingwithUNagencies,internationalorganizations,government institutions, development partners, or civil society organizations.
• Experience with administrative, logistics, procurement, and financial processes in donor-funded projects.

Experience with operationalandsocio-culturalcontextofMindanao,including relevant local languages or dialects.

Required Language(s)

FluencyinEnglishandFilipinois required.

Professional Certificates

Notrequired