Administrative Senior Assistant

Cotabato

Organization: UNOPS - United Nations Office for Project Services
Location: Cotabato
Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Administration
Closing Date: Closed

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
Diversity
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Philippines Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organisations to improve access to justice of marginalised groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU.

In the health sector, UNOPS works with the Korean International Cooperation Agency (KOICA) for the construction of health facilities in Eastern Samar, and with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

The UNOPS Philippines Office is part of the UNOPS Cambodia Multi-Country Officer (KHOH), which provides oversight, support and services to UNOPS operations in the country offices.

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors and subsequently is looking for qualified and committed experts.

Background Information - Job-specific
Support to the Bangsamoro Transition (SUBATRA) Programme, the Action, is a 5-year programme funded by the European Union to contribute to a smooth and timely undertaking of the transition, through capacity building of the three branches of the Bangsamoro Government. This will promote an enabling good governance environment and support the efficient implementation of policies set up by the transition plan, with a focus on capacities that are critical for a sound functioning of interim institutions. These include: capacity of the BTA’s executive branch superstructure to drive and coordinate key transitional policies; capacity of the Parliament to exercise its law making and oversight functions; capacity of the Justice System to adjudicate litigations and improve access to justice, and capacity of the civil society to contribute to a peaceful transition to the Bangsamoro Autonomous Region for Muslim Mindanao (BARMM).

The Action supports the institutional components of the peace process set out by the Framework Agreement on the Bangsamoro, Bangsamoro Comprehensive Agreement and their implementing arrangements as well as BOL’s art. XVI provisions on the transition, through an integrated approach combining institution building and capacity building of core Bangsamoro democratic governance institutions, to efficiently undertake the transition, including post-transition.

UNOPS is one of the implementing partners of the SUBATRA Programme under Indirect Management and will be responsible for the provision of logistical and administrative support, which may include the organization of training, workshops, seminars and study tours; procurement of goods and services; infrastructure; and communication and visibility.

Role Specific:

Administrative Support
Travel and Logistics
Inventory, Asset and Supply Management, Custodial, Common Premises
Knowledge Building and Knowledge Sharing.

Functional Responsibilities

1. Administrative Support

Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
Provides administrative support to conferences, workshops, retreats.
Compiles information for periodic audits.
Petty cash management.

2. Travel and Logistics

Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
Establishment and maintenance of efficient working relationship with government ministries.
Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
Accurate and timely information on processes and pending issues to the concerned individuals/unit
May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
Promptly reports and investigates vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Supervises external contractor for transportation services, including client service and processing of invoices.

3. Inventory, Asset Management, Custodial, Common Premises, and general Support

Conducts physical inventory checks, drafting periodic inventory and asset reports.
Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Conducts and reports on surveys of office maintenance needs as well as client satisfaction
Collects information for administrative surveys in support of the organization of common services.

4. Knowledge building and Knowledge sharing

Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.
Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education

Completion of secondary/high school is required.
First University Degree in Business Administration, Public Administration, or relevant disciplines is desirable but not required.
A Bachelor or Master would be an asset and may substitute for some of the required years of experience.
In the absence of a degree, administrative certification is an asset.

Experience

Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
Some experience in UN system organizations is desirable.
Solid experience in the usage of computers, advanced knowledge of Google suite, MS Office, and in handling-web based management systems is desired.
Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages

Fluency in English and Tagalog is desired.

Contract type, level and duration

Contract type: Local Individual Contract Agreement (LICA)
Contract level: LICA 5/ ICS 5
Contract duration: Open-ended
Duty station: Cotabato, Philippines. Cotabato is a non-family duty station.

This is a local position, so only Filipino is eligible to apply.

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

This vacancy is now closed.
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