Administrative and Logistics Assistant

Flourish Ventures; Philippines; On-site; PHP 446,000 - 670,000; Full time

Job summary

Flourish Ventures partners with UNDP on the Peace and Stabilization Programme in BARMM, seeking an Administrative and Logistics Assistant to support day‑to‑day operations. You will handle administrative tasks, procurement procedures, filing, and coordination with the Project Manager to ensure timely delivery of activities.

The role requires strong English communication, organizational skills, and the ability to work with diverse stakeholders.

Qualifications

• Secondary Education is required. OR university degree in business administration, accounting, finance or related field will be given due consideration.
• CIPS Level 2 is highly desirable and should be obtained within one year if not available at time of recruitment.
• At least 5 years (with secondary) or 2 years (with Bachelor’s) of relevant administrative or procurement experience.
• Excellent written and verbal English language skills; fluency in Filipino is required.

Responsibilities

• Provide administrative, logistical and procurement support for project activities.
• Coordinate and act as focal point for administration, logistics, finance and procurement issues.
• Support asset inventory and asset transfer processes to beneficiaries.
• Assist with organizing trainings, meetings and events for project staff.
• Collaborate with UNDP Peace & Stabilization Programme Team and other partners.

Skills

Microsoft Office

English communication

Interpersonal skills

Procurement support

Education

Bachelor's degree in business administration or related field

CIPS Level 2 desirable

Tools

Word

Excel

PowerPoint

Outlook

Job description

Office/Unit/Project Description

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 database and management system to inform, manage and document socio-economic services for DCs 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, their families and communities. To ensure continuity in the efforts and programmes implemented 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 Decommissioned Combatants (UPLIFT DC),” a project to support the government’s initiatives to help transition the former combatants in BARMM. The Project will be funded by the multi-donor trust fund 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, to enable more coordinated service provision and better monitoring and (b) to strengthen the livelihoods and wellbeing of Decommissioned Combatants (DCs) and their families through the provision of targeted services and support.

There will be three (3) components of the project namely:

Component 1: Establishment and operationalization of an Information, Advisory, and Referral Services (IARS) System

Component 2: Strengthening of case management system and capacity building for social workers and parasocial workers

Component 3: Delivery of socio-economic services to selected male and female Decommissioned Combatants

In this connection, UNDP is seeking a Project Administrative, and Logistics Assistant who will support the Project Manager and the Peace and Stabilization team in the day-to-day operations of Project. The Administrative and Logistics Assistant is tasked to provide administrative, financial and logistical 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 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.

Scope of Work

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

Ensures support to the project in performing administrative tasks focusing on achievement of the 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 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

Ensures efficient and effective support to procurement functions that contribute to the effective activity delivery and field missions focusing on the achievement of the following 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, 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.

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

• Organization of trainings for the operations/ projects staff on field office issues.

• Synthesis of lessons learned and best practices.
• Sound contributions to knowledge networks and communities of practice

The incumbent performs other duties within their functional profile as deemed 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

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-functional & technical competencies

Partnership management (Donor Partnerships & CSO engagement)

• Knowledge and understanding of donor strategies, approached, processes and systems
• Knowledge and understanding of CSOs and the ability to engage 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)

• Understands the key stages of audit work, including planning, documentation, testing and reporting.
• Ability to examine and verify accounts and records.
• Understands wider mechanisms for assurance and scrutiny.
• Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public 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 Qualifications of the Successful NPSA

Min. Education requirements

• Secondary Education is required. OR
• A University degree (Bachelor’s degree) in business administration, accounting, finance relevant related field will be given due consideration, but is not a requirement.
• 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

• Minimum of 5 years (with secondary education) or 2 years (with Bachelor’s degree) of relevant experience in administrative work and procurement

Required skills

• Proficiency in standard software applications Word, Excel, PowerPoint, Outlook, etc. is required
• At least 2 years relevant experience in administrative or programme support service is required

Desired skills in addition to the competencies covered in the Competencies section

• Previous experience in UNDP and other UN entities is an advantage.
• Knowledge of Dialects in Mindanao is an advantage
• Familiarity with UN System and administrative and financial management of donor-financed projects is an advantage

Required Language(s)

• Excellent written and verbal English language skills is required
• Fluency in Filipino as national language is required

Professional Certificates

Not required