Operations Assistant

UNOPS supports the successful implementation of its partners’ peace building, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Background Information – Philippines

UNOPS Philippines was established in early 2016 to support, develop and oversee UNOPS' growing portfolio of programmes and projects in the Philippines. The office currently provides implementation services to a range of projects where we work very closely with development partners, the Government and the Supreme Court focusing on the Governance/Justice, health and infrastructure sector.

The office is based in Manila, Philippines with project sides in the Tacloban and IloIlo area.  

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners and is looking for qualified and committed experts.

Background Information – Job Specific

Over recent years, the Philippines has demonstrated a high potential for development. In 2013, in spite of Typhoon Haiyan, its Gross Domestic Product (GDP) grew by 7.2%, a net increase from 6.8% in 2012. The country thereby became the fastest growing amongst the five largest economies in the Association of Southeast Asian Nations (also including Indonesia, Malaysia, Singapore and Thailand) and the second in Asia after China. However, the Philippines still faces some challenges to ensure inclusive growth for its population.

With the specific aim of promoting inclusive growth by generating mass employment and reducing poverty, the Philippine Development Plan (PDP) 2011-2016 sets out nine key priorities. Good governance and anticorruption constitute one of the nine distinct priorities, as well as being an overarching theme to each and every intervention. Within the governance chapter, the PDP gives a particularly prominent place to the rule of law, emphasizing its function as a key driver for both economic and social development.

Despite some exceptions, traditional governance indicators for the rule of law are on an upward trend. The country's percentile rank in the general rule of law measurement of the Worldwide Governance Indicator has been steadily improving since its lowest score of 34.1 in 2009, to 36.5 in 2012 and 41.7 in 2013, although it is still far from its highest score of 52.2 in 1998. Likewise, the more detailed 2014 World Justice Project Rule of Law Index  shows major gains with regard to the absence of corruption and order and security, and slight improvements regarding regulatory enforcement, constraints on government power, and fundamental rights since 2010. On the other hand, the Index also indicates some lags in the standard of civil and criminal justice, might be partly due to the contrast with improvements in other sectors more than to an actual worsening. However it nevertheless addresses the need to emphasize the areas in most need of attention.   

In order to support the reform agenda for the rule of law as part of the Philippine Development Plan (PDP) 2011-2016, the Government of the Philippines (GoPh) and the European Union (EU) have agreed on a Justice Sector Reform Programme to contribute to a better delivery of justice services. Subsequently, the EU and UNOPS agreed that the latter will be contracted through Indirect Management and be responsible for the provision of logistical and administrative support for some of the components of the Programme, which will include the organisation of workshops, administrative support, and the procurement of equipment

The Justice Sector Reform Programme: Governance in Justice (GOJUST) focuses on four inter-related components aimed respectively at laying the ground for reforms through

1. strengthening sector coordination and policy-making;
2. creating space for reform implementation through decongestion and automation;
3. generating resources for reform through the improvement of administrative and financial management; and
4. ensuring sustainability of reforms through enhanced accountability.

• Assistance in the administration and monitoring of all budgetary, financial, procurement and routine administration aspects of service delivery;
• Drafting of project communications, documentation, reports and contracts, checking documents for accuracy and compliance with UNOPS format and style.
• Processing of Purchase Orders (POs); performance of reconciliation activities on purchase orders such as close and cancel POs.  Inquiries on PO details and activities.  Generation of PO reports for expedition, status and details information
• Entry of receipt information such as distributions, rejects, and cancellation; inspection of receipts according to inspection instructions; creation of receipts of invoice payments
• Preparation of authorizations for service activities for approval of the Supervisor.
• Strong functionality in various ERP Modules (creation of requisitions and purchase Orders, input of vendor details, tracking of payments, preparation of travel requests,  input of budgets and revisions)
• Maintenance of accurate records (hardcopy and online) of all operational and financial transactions for easy reference and retrieval; efficient  document management including file closures, archiving and monitoring due dates for project progress status reports and submission by UNOPS of substantive and financial/budget utilization reports to clients.
• Processing of travel and expenses according to established procedures and practice
• Establishment of a contract-tracking plan to review sub-contractor invoices and supporting documentation and ensure that services provided and claims are in conformity with the terms of the contract.
• Administrative arrangements (e.g. logistics) for conferences, fellowships and study tours.
• Briefing materials prepared, as required for mission travel and/or discussion on project activities and status.
• Continuous interaction with colleagues, clients and partners to exchange information on administrative issues and seek co-operation. Resolution of routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action.

• Full compliance of operations with UNOPS rules, regulations, policies and strategies.
• Inputs to the content of internal Standard Operating Procedures (SOPs) in operations, in consultation with the direct supervisor and office management.

3. Ensures knowledge building and knowledge sharing, focusing on achievement of the following results:

• Input and update of accurate data and information to facilitate monitoring and evaluation of project activities, and to institutionalize and disseminate knowledge.
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

• Secondary education is required. 
• Additional training in administrative and business practices an asset.
• University degree in relevant discipline is highly desirable and may substitute for some of the required years of experience. 

• At least 5 year experience as an Operation Assistant or similar function in an international organization. 

• Fluency in written and oral English is required. 

Contract type: Local Individual Contractor Agreement Contract level: LICA-5
Contract duration: 6 months. Renewable subject to availability of funds and satisfactory performance.

This is a local position therefore it is open to Philippine nationality only.

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 

• Please note that the closing date is midnight Copenhagen time
• 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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.