Project Management Support - Associate (Administration)

Reporting to the Senior Project Manager, the incumbent performs administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration ensuring efficient, client-oriented, and effective service delivery of the project. The Project Management Support - Associate (Administration) promotes a client, quality, and results-oriented approach, ensuring the utilization of office resources most cost-effectively.  

Under the direct supervision of the Senior Project Manager, the Project Management Support - Associate (Administration) supports the project with the following responsibilities:  

1. Management Support:  

• Responsible for organizing and scheduling events and appointments of the Senior Project Manager, the Project Board, and the Coordination meetings with the Department of Health, drafting agendas and minutes for these meetings and ensuring preparation of documentation for the meetings in a timely and orderly fashion, planning work diligently and early, supporting the project in their finalization, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.  

• Performing administrative responsibilities and efficient document management, preparation and dissemination of communications to ensure systematic and fluent project operations, ensuring diligent maintenance of records, and comments, and retaining upkeep of filing and orderly documentation retention.  

• Providing administrative support to the Senior Project Manager and project team, as required.

• Liaise with relevant colleagues to support activity and work plan-based budget development.  

2. Communications and Knowledge Sharing:  

• Contribute to the communications and visibility requirements of the PMNP, including, developing high-quality presentation material, documentation, summaries, and follow-up.  

• Providing sound contributions to media and knowledge outlets, knowledge networks, and communities of practice by synthesizing lessons learned and disseminating best practices in human resources. 

• Managing the Partnership’s intelligence, knowledge, and promotion of knowledge sharing by performing as the knowledge platform manager.  

• Facilitating implementation of the project’s communications plan

• Collecting feedback, ideas, and internal knowledge about processes and best practices, and integrating these efficiently into the communications and knowledge products of PMNP.  

3. Team coordination

• Ensures high-quality recording of results, performance, and services of the team and its stakeholders. 

• Support the project by following up on compliance of the team members with existing promoting and ensuring the application of policies and best practices.  

• Organizing, facilitating, and delivering training and learning initiatives for personnel on administration-related topics.  

• Upload on oneUNOPS (ERP) transaction-related files; Designated transactional role in  OneUNOPS/Enterprise system.  

• Develop a filing system to keep monthly Teamwork plans, monthly portfolio reports and stage plans easy to access as needed.  

• Maintain and organize records of project files and other supporting documents on the shared drive as per the organization's guidelines for record keeping.  

• Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool) 

• Take minutes of regular team meetings and follow up on action points.  

4. Logistics and Administrative Services:  

• Responsible for inventory control, supervising proper issuance of inventory items and supplies.

• Overseeing travel authorizations, documentation, and payments and ensuring timely response and processes.

• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.  

• Coordinates protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.  

• In charge of liaison and coordinating with the Support Services Team on authorizations/privileges and immunities for PMNP personnel and other administrative matters.  

• Supervising logistics and transportation, including client service, catering services and monitoring of consumption.  

• Supervises external contractors, including transportation and catering services, client service and processing of invoices.  

Education:

• Completion of secondary school/high school is required. 

• First University Degree (Bachelor's), preferably in Business Administration, Public Administration, or other related fields, is desirable but not required and it can substitute for some of the required years of experience.

Experience:

• Minimum six (6) years of experience in general administrative, logistics or operations support services or communication in national or international public or corporate organizations is required with secondary/high school education or 2 years of relevant experience is required in combination with a Bachelor's degree.

• Experience in UN system organizations is desirable.

• Proficiency in computers and office software packages (MS Office), G-Suite and experience in handling web-based management systems is required.

• Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language:

• Fluency in oral and written English and Tagalog is required.