Administration Associate (Assistant to Country Manager)
Manila
- Organization: UNOPS - United Nations Office for Project Services
- Location: Manila
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Project and Programme Management
- Managerial positions
- Closing Date: 2024-05-21
Functional Responsibilities
Under the general guidance and supervision of the Country Manager, the incumbent responsibilities include the following:
Summary of Key Functions
1. Administration and Travel Support
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Administration and Travel Support
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Knowledge building and Knowledge Sharing
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Coordinate the flow and prioritization of correspondence to and from the Country Manager’s Office. Receive and screen all regular and confidential correspondence which requires the attendance of the Country Manager.
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Draft minutes of meetings and routine correspondence related to the Country Manager’s work.
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Respond or draft responses to a wide range of correspondence and other communication.
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Identify and prepare briefing on priority areas related to correspondences and route correspondences to senior management team members under whose competence a particular enquiry falls and follow-up action done.
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Plan and organize daily work, and take independent and timely decisions to meet objectives.
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Monitor the implementation of action points related to management meetings.
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Maintain a tracking system to ensure the timely completion of tasks.
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Compose important and confidential correspondence and justifications as required by the Country Manager on tasks within the area of responsibility.
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Establish an efficient electronic and maintain filing, hard-copy filing system for the Country Manager’s office, including confidential documents and records.
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Research and provide background material for the Country Manager in advance of meetings.
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Summarize highlights of management meetings and disseminate minutes, information, reports, etc. from meetings and follow up action taken when required.
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Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Country Manager’s absence.
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Maintain the Country Manager’s calendar of official engagements/coordinate and manage the calendar commitments.
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Make sure that all background documents, talking points and speeches are prepared on time, organized and available.
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Monitor day-to-day functioning of the Country Manager’s office.
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Ensure travel and accommodation arrangements are made in a timely manner.
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Maintain strict compliance with confidentiality required on documentation and information received.
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Responsible for all protocol related assignments.
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Provide oversight, ensuring compliance by team members with existing policies and best practices.
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Supervise the pooled car Driver and manage the utilization of vehicle.
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Perform other duties and required.
2. Knowledge building and Knowledge Sharing
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Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
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Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in human resources.
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Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Education/Experience/Language requirements
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Completion of Secondary education is required.
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First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate some of the required years of experience.
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Minimum six (6) years of experience in providing support in the field of administration, operations, secretarial services, or related field in combination with a high school diploma is required
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Experience as an assistant to a Country Manager in a similar field of work, or exposure would be an asset.
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Knowledge of UN rules and regulations, government Country Managery, NGOs, UN agencies, embassies, other offices, etc. will be an asset.
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Prior experience in liaising with government Ministries, Departments, and Agencies and a good understanding of related communication protocols is an asset.
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Strong overall communication skills are required.
LANGUAGE:
- Full working knowledge of English is required.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.