Field Assistant

United Nations Industrial Development Organisation; Davao City; On-site; PHP 279,000 - 502,000; Full time

Job summary

UNIDO Philippines seeks a Field Assistant to support project administration and field activities in Davao City under EU4Mindanao. You will help with logistics for missions, meetings, and trainings, assist procurement, and coordinate with local partners.

The role involves SAP-based processes, data collection and documentation, ensuring timely delivery of information to the project team with emphasis on donor requirements and compliance.

Qualifications

• Minimum eight years in project administration, accounting or related fields.
• Fluency in written and spoken English and Tagalog.
• Experience with SAP or similar ERP software.

Responsibilities

• Provide administrative and logistical support for project activities.
• Coordinate travel for national and international staff and consultants.
• Support procurement processes, including collection of quotations and vendor communications.
• Maintain project documentation and filing systems; ensure audit-ready records.
• Assist in budget tracking and preparation of reports.

Skills

Administrative experience

Logistics coordination

Documentation

Coordination

Education

High school diploma or equivalent

Tools

SAP

Microsoft Office

Job description

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Requisition ID: 7923 Grade: ISA -G5 Country: Philippines Duty Station: Davao City Category: Local Support Personnel Type of Job Posting: Internal and External Employment Type: NonStaff-Regular Contract Duration: 6 months Application deadline: 31-Aug-2026, 11:59 PM(Vienna, Austria time)

Vacancy Announcement

TEMPORARY APPOINTMENT OF PROJECT PERSONNEL

Only nationals or permanent residents of the country of the duty station are considered eligible.

Female candidates are encouraged to apply.

UNIDO welcomes applications from qualified persons with disabilities. Reasonable accommodation will be provided to applicants and employees with disabilities to support full participation in the recruitment process and in the performance of their duties.

PROJECT CONTEXT

This position is funded under the “European Union Support for Resilient Mindanao” (EU4Mindanao) Action, which is part of the European Union’s long-term support to building lasting peace and promoting inclusive development in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) and Mindanao as a whole.

With the Mindanao Development Authority (MinDA) as the Overall Government Partner, EU4Mindanao is jointly implemented by the United Nations Industrial Development Organization (UNIDO), as lead agency and Administrative Agent, and the Food and Agriculture Organization of the United Nations (FAO).

The Action focuses on localizing a quadruple humanitarian, peace, climate and development (HPCD) approach in communities that face multi-faceted and interlocking vulnerabilities. These communities are composed of Indigenous Peoples (IPs), Internally Displaced People (IDPs) and those at risk of displacement, Persons with Disabilities (PWDs), women and girls, and youth in Mindanao, particularly in Geographically Isolated and Disadvantaged Areas (GIDAs) and in the BARMM. Despite recent efforts to address persistent challenges in GIDAs and to advance the Bangsamoro peace process, these groups have not fully benefited from the resulting peace dividend due to persistent conflict, exposure to multiple hazards, longstanding discrimination, shortcomings in legal frameworks, and other sources of instability.

The impact (overall objective) of the EU4Mindanao Action is to foster an enabling environment for sustainable peace and development in Mindanao. Two Specific Objectives/Outcomes have been formulated:

• Outcome 1: Local communities' resiliency is increased.
• Outcome 2: Local value chains and value addition, fair production and economic opportunities for target communities are strengthened.

While both Outcomes aim to increase local productive capacities, they will respectively focus on agriculture (Outcome 1, FAO) and processing/agro-industry (Outcome 2, UNIDO). To operationalize the HPCD nexus, the human security approach and conflict-sensitive programming will be applied across both Outcomes, ensuring programmatic coherence and cost-effectiveness that maximize lasting impact. The Action is aligned with the 2024-2028 United Nations Sustainable Development Cooperation Framework (UNSDCF), the EU Multi-annual Indicative Programme (MIP) for the Philippines (2021-2027), and the Mindanao Agenda 2023-2028 of MinDA.

ABOUT THE EUROPEAN UNION

The European Union is an economic and political union of 27 European countries. It is founded on the values of respect for human dignity, freedom, democracy, equality, the rule of law and respect for human rights, including the rights of persons belonging to minorities. It acts globally to promote sustainable development of societies, environment and economies, so that everyone can benefit.

ORGANIZATIONAL CONTEXT

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty and hunger reduction, inclusive and fair globalization and environmental sustainability. The mission UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013, the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019 as well as the Riyadh Declaration adopted at the twenty-first session of UNIDO General Conference in 2025, is to promote and accelerate inclusive and sustainable industrial development in Member States. The relevance of this mission as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of inclusive and sustainable industrial development, however, applies to all SDGs.

The medium-term programme framework (MTPF) 2026 - 2029 is UNIDO’s core strategic document and it is in line with UNIDO’s Vision 2050. It sets a renewed vision to support Member States and shape their industries for development. The priorities include fair and sustainable global and regional supply chains, ending hunger through innovation and local value addition, renewable and clean energy, sustainable energy access and climate action. Cross-cutting priorities focus on industrial and economic policy advice, skills development, fostering digitalization and artificial intelligence, gender equality and the empowerment of women, supporting youth, promoting cleaner production and circular economy, and leveraging private sector investment and development finance.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards-related activities; and (iv) convening and fostering partnerships for knowledge and technology transfer, investment mobilization, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Sub-regional Offices and Country Offices.

DIRECTORATE OF SDG INNOVATION AND ECONOMIC TRANSFORMATION (IET)

The Directorate of SDG Innovation and Economic Transformation (IET), headed by a Managing Director, is responsible for the development of innovative UNIDO services in the areas of agro-industry and agribusiness, sustainability standards and fair production, and climate-relevant or climate-improving technologies.

It is also, in collaboration with ODG, responsible for developing innovative technical cooperation concepts, identifying new sources and means of finance and entering into new partnerships with a broad range of relevant stakeholders.

The Directorate houses the Divisions of Coordination and Integration Support (IET/CIS), Quality, Impact and Accountability (IET/QUA), Agribusiness and Infrastructure Development (IET/AGR), Innovative Finance and International Financial Institutions (IET/IFI), Fair Production, Sustainability Standards and Trade (IET/PST), Public-Private Partnerships (PPP), and Climate and Technology Partnerships (CTP). The Directorate also ensures close coordination and collaboration among the Divisions and relevant entities in the Directorate of Global Partnerships and External Relations (GLO) and the Directorate of Technical Cooperation and Sustainable Industrial Development (TCS).

Division of Fair Production, Sustainability Standards and Trade (IET/PST)

Under the overall guidance of the Director General, the direct supervision of the Managing Director, Directorate of SDG Innovation and Economic Transformation (IET), and in close coordination with other organizational entities within UNIDO, the Division of Fair Production, Sustainability Standards and Trade (IET/PST) develops and implements an innovative service package in response to UNIDO's mandate for fair and responsible local industrial production and trade with a particular focus on building the required skills and capacities and foster a conducive business operating environment to ensure that such production and trade are as inclusive as possible, promoting – among others – the development of human capital through vocational training and industrial skills development.

In collaboration with IET/IFI, IET/PPP, TCS/SME, TCS/CPA, and GLO/MSR, the Division will conceptualize and negotiate such services and raise funds from Member States, development partners, IFIs, and the private sector to coordinate their effective implementation and devise ways in which their implementation can be brought to scale.

This will include cross-cutting and sector-specific initiatives for sustainable supply/value chain and skills development in industrial sectors where UNIDO has, over the years, accumulated expertise, such as agro-industries, fisheries, textiles, leather, light manufacturing, health, mining, automotive and pharma and others. It will do so through close engagement with Member States, private sector associations, industrial enterprises, international quality, standards and trade-related governing bodies, other UN Agencies (e.g. ILO), development partners, NGOs and consumer associations, as appropriate, ensuring solid and operational partnerships.

Skills Development, Entrepreneurship and Fair Production Unit (IET/PST/SEF)

The Skills Development, Entrepreneurship and Fair Production Unit supports Member States in integrating into the emerging global systems of fair and sustainable trade and supply chains. It aims 62 to increase employability, strengthen access to decent employment, augment job retention, and increase access to qualified workforce by the industry, through modern technical and vocational education and training (TVET), professional education and entrepreneurship systems essential for driving sustainable transition. Central to its mandate is the commitment to provide the skills required to enabling sustainable supply chain practices, ensuring resilience, particularly at the firm level, and addressing the challenges and opportunities arising from new due diligence regulations. To this end, it provides specialized and country-tailored assistance to Member States to skill, upskill, and/or reskill their labour force and enhance their entrepreneurship capacity, it implements demand driven educational approaches, leverages partnerships with the private sector and strengthens institutional and firm-level capacities that fortify sustainable supply chains, with emphasis on the most vulnerable. It places importance on mitigating unintended consequences stemming from due diligence regulations, ensuring that all actors, especially at firm-level, are equipped to navigate through these changes. The Unit promotes innovation in learning, concepts and norms to augment the quality, relevance, attractiveness and accessibility of TVET for sustainable industrial employment and self-employment for the most vulnerable. The Unit also deploys foresight and planning instruments to guide Member States in developing industrial skills of future employees and respond to re-skilling and up-skilling requirements tailored for sustainable supply chains.

FUNCTIONAL RESPONSIBILITIES

Under the overall guidance of the Chief Technical Advisor and in coordination with the EU4Mindanao Outcome 2 team, and with regular coordination with the UNIDO Country Office in the Philippines, the Field Assistant will provide operational and administrative support to the implementation of activities at field level, ensuring compliance with UNIDO procedures. The assistant will facilitate logistics for missions, meetings, and trainings, support data collection and documentation of field activities. S/he will assist local goods and services procurement processes in liaising with potential suppliers and collecting offers, and support the project team in grants management, including the collection of relevant documents and guidance to grantees to help them comply with UNIDO standard requirements.

The Field Assistant will maintain regular communication with the Project Coordinator, the Finance Assistant at UNIDO HQ and the broader project team, ensuring timely delivery of information from the field and contributing to smooth, compliant, and well-coordinated implementation of the Action. The Field Assistant will also support coordination with the EU4Mindanao Outcome 1 field team (Project Coordinator, Field Implementation Specialist, Operations Assistant) co-located in the Davao project office, and with any satellite offices that may be established in target regions, including in BARMM.

MAIN DUTIES

Project administration

• Provide general administrative and logistical support to project activities, including organization of meetings, workshops, trainings, field missions and stakeholder consultations.
• Facilitate travel arrangements for national and international staff and consultants (travel requests, security clearances, visa coordination, expense reports).
• Provide logistical and coordination support to visiting UNIDO and FAO staff, consultants and technical experts at field level.
• Support logistical and administrative arrangements for potential satellite offices in target regions.
• Support the preparation of Project Steering Committee (PSC) and coordination meetings (agenda, documentation, presentations, minutes, follow-up tracking).
• Maintain effective communication and coordination with MinDA focal points, local government units (LGUs), beneficiaries and other partners as required.
• Initiate and follow up on administrative processes in UNIDO’s ERP (SAP), including procurement, recruitment, travel and training-related actions.
• Maintain organized electronic and physical filing systems, including contracts, procurement files, and activity documentation.
• Maintain and update project equipment and asset inventory in accordance with UNIDO asset management procedures.
• Administrative and logistical arrangements completed in a timely manner and in accordance with UNIDO rules and project workplan
• Travel requests processed and travel claims cleared within established UNIDO timelines, with no major compliance issues.
• Field missions implemented smoothly with documented mission schedules and meeting minutes.
• Meetings, including PSC, supported with complete documentation and action‑point follow‑up matrix maintained.
• Meeting records and correspondence properly documented; stakeholder database updated quarterly.
• Administrative processes and transactions initiated and tracked in SAP in compliance with UNIDO procedures.
• Project documentation maintained in an audit‑ready condition at all times.
• Asset inventory updated quarterly with no discrepancies during internal reviews.
• 50% of working time

Project finance

• Monitor project expenditures, commitments and available balances in coordination with the CTA and the Finance Assistant at UNIDO HQ.
• Proactively follow up on payment processes, advances, and liquidation of funds in accordance with UNIDO financial rules.
• Maintain organized financial documentation, including receipts and supporting documents for audits and donor verification.
• Support procurement processes, including collection of quotations, vendor communication, and follow‑up on delivery and payment documentation.
• Maintain a tracking schedule of personnel and contractors’ contracts/payments to ensure timely renewals and payment processing.
• Monthly expenditure tracking sheets updated; financial data aligned with SAP records.
• Payments processed within agreed timelines; operational advances fully liquidated within required deadlines.
• Complete and properly filed financial records available for internal and external audits.
• Procurement processes completed within planned timelines and in compliance with UNIDO procurement rules.
• Schedule of personnel and contractors’ maintained, with timely renewals and payments
• 25% of working time

Budget and reporting support

• Assist in the preparation and revision of project budgets, in coordination with the project management unit and HQ.
• Support preparation of financial and narrative inputs for quarterly, annual and donor reports, as required.
• Support compilation of activity data and documentation (participant lists, LNOB groups disaggregated data, photos, visibility materials).
• Budget revisions prepared and submitted within agreed deadlines.
• Financial data and administrative inputs submitted accurately and on time for all reporting cycles.
• Complete activity documentation files maintained and readily accessible for reporting and visibility purposes.
• 10% of working time

Communication and visibility assistance

• Provide administrative and logistical support for communication and visibility activities in line with EU and UNIDO visibility guidelines, including coordination of events, preparation of visibility materials, documentation of activities (photos, attendance lists, testimonials), and liaison with partners for dissemination purposes.
• Ensure compliance with European Union visibility requirements and proper implementation of the project’s communication and visibility activities across actions, including in line with the European Commission’s “Use of the EU emblem in the context of EU programmes 2021–2027” and “Communicating and raising EU visibility – Guidance for external actions” (July 2022).
• Communication and visibility activities supported in compliance with EU and UNIDO visibility requirements; complete documentation (photos, participant data, agendas, materials) maintained for project events; timely inputs provided for website updates, social media content, and donor communication materials as requested.
• Donor visibility ensured in a uniform manner across produced products.
• 10% of working time

• Perform other ad‑hoc duties as required by the project.
• As required by PM/AH
• 5% of working time

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education

• Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.
• Credit towards total working experience may be considered on a year by year- basis, up to maximum of 4 years, for a first university degree or equivalent diploma, in a field relevant to the post.

Technical and Functional Experience

• A minimum of eight (8) years of experience in the related fields of the post, is required.
• Experience with office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the execution of project development and implementation of work, is required.
• Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required.
• Experience with SAP or similar ERP software is required.

Languages

• Fluency in written and spoken English and Tagalog are required.

CORE VALUES AND BEHAVIOURS

CORE VALUES

• Excellence – Deliver high-quality results; continuously improve performance
• Integrity – Uphold ethical standards; act transparently and responsibly
• Inclusion – Promote respect, diversity, and fairness
• Humility – Show self‑awareness; value others’ contributions
• Humanity – Act with compassion; align work with sustainable development

CORE BEHAVIOURS

• Connect & Collaborate - Build trust through communication and teamwork; Share knowledge and embrace diversity
• Analyse& Plan - Use data and evidence for decision‑making; Plan proactively and prioritize effectively
• Deliver Results with Positive Impact - Take ownership and deliver quality outputs; Align work with UNIDO mission and objectives
• Learn and Develop - Continuously develop skills; Seek feedback and share knowledge
• Adapt and Innovate - Respond flexibly to change; Embrace innovation and new approaches

This appointment is limited to the specified project(s) only and does not carry any expectation of renewal. Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Notice to applicants: UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: [e-mail]