Administrative And Logistics Assistant

United Nations Development Programme; Philippines; On-site; PHP 240,000 - 360,000; Full time

Job summary

United Nations Development Programme in the Philippines seeks an Administrative and Logistics Assistant to support the Peace and Stabilization Programme Team. The role includes handling day-to-day administrative tasks, financial support, and logistics to ensure timely project delivery, in collaboration with UN agencies and local partners.

The incumbent will report to the Project Manager, ensure accurate records, and assist in procurement planning and asset management within the project’s scope.

Qualifications

• Experience in administrative support or project administration.
• Familiarity with procurement processes and donor-funded project contexts.
• Strong organizational and record-keeping abilities.
• Ability to work with diverse stakeholders and teams.

Responsibilities

• Provide administrative, financial and logistical support to project activities.
• Coordinate procurement processes and maintain filing systems.
• Support scheduling, travel arrangements and meeting logistics.
• Assist in asset management and document handling as required.

Skills

Administrative support

Procurement

Records management

Office coordination

Education

Bachelor’s degree

Tools

MS Office

Communication tools

Job description

Administrative and Logistics Assistant

Company : United Nations Development Programme Job Type : Full Time Philippines

Job Description - Administrative and Logistics Assistant

Description

Office/Unit/ProjectDescription

The UNDP Peace and Stabilization Programme Team, through the recently concluded camp transformation project,conducted consultations with various stakeholders including the Joint Peace Mechanisms, particularly the Task Force on Decommissioned Combatants and their Communities or TFDCC, and has identified the following needs for future programming: (a) need for a consolidated databaseandmanagementsystemtoinform,manageanddocumentsocio-economicservicesforDCs and their communities; (b) need to align case management work and service delivery within the mechanisms and timeline of the CAB; and (c) support delivery of socio-economic interventions for DCs,theirfamiliesandcommunities.Toensurecontinuityintheeffortsandprogrammesimplemented in the past years, the UNDP has collaborated with The World Bank (WB) to co-develop the Project “Unifying Pathways, Linkages and Inclusive Facilitation of Transformative Services for DecommissionedCombatants(UPLIFTDC),”aprojectto supportthe government’s initiativestohelp transitiontheformercombatantsinBARMM.TheProjectwillbefundedbythemulti-donortrustfund the Bangsamoro Normalization Trust Fund, managed by The World Bank. The project objectives are as follows: (a) to strengthen information and case management for the decommissioning of MILF combatants,toenablemorecoordinatedserviceprovisionandbettermonitoringand(b)tostrengthen the livelihoods and wellbeing of Decommissioned Combatants (DCs) and their families through the provision of targeted services and support.

Therewillbethree(3)componentsoftheprojectnamely:

Component1:EstablishmentandoperationalizationofanInformation,Advisory,andReferral Services (IARS) System

Component2:Strengthening of case management system and capacity building for social workers and parasocial workers

Component3:Deliveryofsocio-economicservicestoselectedmaleandfemaleDecommissioned Combatants

Inthisconnection,UNDPisseekingaProjectAdministrative,andLogisticsAssistantwhowillsupport the Project Manager and the Peace and Stabilization team in the day-to-day operations of Project. The Administrative and Logistics Assistant is taskedto provide administrative, financial andlogistical support in the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Administrative and Logistics Assistant is expected to report daily to the Project Manager. The position holder also demonstrates a client-oriented approach, tact, and ability toworkwithpeopleofdifferentnationalandculturalbackgrounds.Moreover,the Administrativeand LogisticsAssistantworksinclosecollaborationwiththeUNDPPeace&StabilizationProgrammeTeam, as well as with other UN Agencies, and civil society to successfully implement the activities.

Scope of Work

• 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, liquidation of cash advances, processing of payments to suppliers, canvassing/collection of price quotations, payment of utilities and the like
  • Ensure proper systematic filing and maintenance of office records such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, request for office supplies, etc.
  • Ensure the provision of timely and quality administrative and finance support to project activities
  • Coordinate and act as focal point for issues relating to administration, logistics, finance and procurement
  • Perform secretarial and office support functions such as photocopying, preparations for meetings/workshops, etc.
  • Perform other administrative-related tasks as may be assigned by the Supervisor
• 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, the following:
  • Request For Procurements,
  • 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 and maintain Asset Inventory and preparation of the Asset transfer to the beneficiary;
  • Performs other logistics-related tasks that may be assigned by the Supervisor.
• Organization of trainings for the operations/project staff on field office issues.
• Synthesis of lessons learned and best practices.
• Sound contribution to knowledge networks and communities of practice.

Theincumbentperformsotherdutieswithintheirfunctionalprofileasdeemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

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.

Competencies

Core

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

ThinkInnovatively: LEVEL1:Opentocreativeideas/knownrisks,ispragmaticproblem solver, makes improvements

LearnContinuously: LEVEL1:Openmindedandcurious,sharesknowledge,learnsfrom mistakes, asks for feedback

AdaptwithAgility:LEVEL1:Adaptstochange,constructivelyhandles ambiguity/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

Partnership management (DonorPartnerships & CSO engagement)

• Knowledgeandunderstandingofdonorstrategies,approached, processes and systems
• KnowledgeandunderstandingofCSOsandtheabilitytoengage with CSOs

Administration & Operations (Events management (including retreats,trainings,and meetings))

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance (Audit(General) & Budget management)

• Understandsthekeystagesofauditwork,includingplanning, documentation, testing and reporting.
• Abilitytoexamineandverifyaccountsandrecords.
• Understandswidermechanismsforassuranceandscrutiny.
• Understandsthelawandbestpracticerelatingtoanti-bribery andcorruptioncontrolsandthefraudrisksfacedbypublic bodies.

Business Management (Customer Satisfaction/Client Management)

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.
• Provide inputs to the development of customer service strategy
• Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns

Minimum Qualification of the Successful NPSA

Min.Education requirements

• SecondaryEducationisrequired. OR
• A University degree (Bachelor’sdegree)inbusinessadministration,accounting,financerelevant relatedfieldwillbegivendueconsideration,butisnotarequirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Min. years of relevant work experience

• Minimumof5years(withsecondaryeducation)or2years(withBachelor’s degree)ofrelevantexperienceinadministrativeworkandprocurement

Requiredskills

• ProficiencyinstandardsoftwareapplicationsWord,Excel, PowerPoint, Outlook, etc. is required
• Atleast2yearsrelevantexperienceinadministrativeorprogrammesupport service is required

Desiredskills in addition to the competenciescovered in the Competencies section

• PreviousexperienceinUNDPandotherUNentitiesisanadvantage.
• KnowledgeofDialectsinMindanaoisanadvantage
• FamiliaritywithUNSystemandadministrativeandfinancial managementof donor-financed projects is an advantage

Required Language(s)

• ExcellentwrittenandverbalEnglishlanguageskills is required
• FluencyinFilipino as national language is required

Professional Certificates

Notrequired