Admin Support Associate

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and  

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. 

Under the guidance and supervision of the Head of the HAT and supported by the Admin Associate in Manila, Philippines, and the Regional Chief of Administration in the ROAP Bangkok, Thailand Office.  

The Admin Support Associate is responsible for ensuring the effective delivery of business operations/secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions. 

Duties and Responsibilities

General Administration 

• Assist in workshops, conferences and meetings and ensure that it is efficiently organized and well managed. 

• Support in the travel of staff, preparing travel bookings, travel requests and security clearance of staff. 

• Maintain directory of HCT partners and donors.  

• Use automated office management systems for effective functioning of the HAT especially during meetings. 

• Maintain the archiving system and ensure safekeeping of confidential materials.  

• Use of automated online filing systems.  

• Coordinate the information flow within the office, follow up on tasks and action points from staff. 

• Follow up deadlines, commitments made, actions taken and coordination of collection and submission of the reports.

Procurement 

• Provide administrative support for procurement activities for HAT Philippines. 

• Prepare procurement-related documents for review and approval, e.g., price comparison table for low value procurement, requisition form, term of reference and other technical documents for high value procurement, common premises in Manila and Cotabato, security guard services and fuel services. 

• Coordinate with suppliers to ensure that procurement activities are delivered on schedule and in accordance with approved specification.  

• Undertake procurement of office supplies for Manila Office. 

• Perform receipt of goods and services and advise Admin Officer for encoding in UMOJA. 

Other tasks 

• Assist the Admin Associate in preparing petty cash form for payments relating to services and small acquisitions authorized in the project budget. 

• Process payment request for travel tickets and reconcile the invoice against the financial authorization. 

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 

Business Management : Communication 

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication, to tailor messages and choose communication methods depending on the audience. 

Business Management : Customer satisfaction/Client Management 

Ability to respond timely and appropriately with 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 clients upcoming needs and concerns. 

Business Management: Digital awareness and Literacy 

Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. 

Required Skills and Experience

Education 

Secondary education with combination of 9 (nine) years of relevant experience or  

Completed a first-level university degree in combination with a minimum of 7 (seven) years of relevant experience. 

Experience:  

A minimum of 9 (nine) years of experience if secondary education or with 7 (seven years) experience if bachelor’s degree in general office support or related area is required.   

Experience to support teams in complex emergency and natural disasters response in Asia and Pacific region is an advantage. 

Language:  

Proficiency in spoken and written English and Pilipino is required.  

Working knowledge of other UN language desirable. 

Disclaimer

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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Same Posting Description for Internal and External Candidates