Admin & Logistics Asst. (For "Filipino Nationals"only)

In mid-October 2012, the Government of the Philippines (GPH) and the Moro Islamic Liberation Front (MILF) signed the Framework Agreement on the Bangsamoro (FAB), a historic document that sets the parameters and guiding principles of what will later define the terms of the final peace deal between the two parties. The FAB provides for the eventual creation of a new autonomous political entity in Mindanao to be called the Bangsamoro which will replace the existing Autonomous Region in Muslim Mindanao (ARMM), previously created by law to allow self-governance of Muslims in Mindanao. Subsequently, in March 2014, the GPH and MILF signed the Comprehensive Agreement on the Bangsamoro (CAB) which constitute the comprehensive peace compact for the Bangsamoro. These include the Annexes on: Transitional Arrangements (signed February 2013); Wealth-sharing (signed July 2013) and Power-sharing (signed December 2013) and Normalization (signed January 2014). The Bangsamoro Transition Commission (BTC), which was appointed by then President Benigno Aquino III in December 2012, and composed of representatives from both parties, came out with the draft Bangsamoro Basic Law (BBL) that would define the new political entity.  Recently, the BBL was passed into law as the Bangsamoro Organic Law. It is now expected that in full implementation of the Normalization process will push through in the coming year to help the non-state actors transition from being combatants into productive leaders and members of communities. UNDP will be counted on to deploy experts in providing technical assistance to the RPBU’s project partners, particularly to the Office of the Presidential Adviser on the Peace Process. (OPAPP)

Currently, UNDP is running several peacebuilding projects and a disaster recovery project. It has also been intensifying its engagement in activities aimed at the prevention of violent extremism.  In the immediate term, it will also need to continue providing support to the recovery of conflict-affected communities such as the City of Marawi. The numerous activities will require the deployment of RPBU personnel to various parts of Mindanao.  Thus, UNDP needs to engage the services of an Administrative and Logistics Assistant who can provide vital administrative support that will enable the RPBU to effectively respond to the emerging critical needs of the Philippines/Bangsamoro peace and development process.

Summary of Key Functions:

• Support Administrative and Finance functions
• Effective procurement and logistics support of in the field office
• Support to Knowledge building and knowledge sharing

Under the guidance of the Head of Field Office of the UNDP Resilience and Peacebuilding Unit (RPBU), and under the direct supervision of the Administrative and Finance Analyst, the Admin and logistic Assistant will provide administrative and logistical or procurement functions to Analyst, the Admin and logistic Assistant will provide administrative and logistical or procurement functions to support the activities of the RPBU, particularly the Cotabato-based Team.

1. Ensure the Administrative and Finance Analyst in performing administrative functions:

• Provide support in the efficient management of the project’s administrative, logistical and procurement system
• Undertake administrative, finance and procurement procedures such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations, payment of utilities and the like
• Ensure proper systematic filing and maintenance of office records such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, request for office supplies, etc.
• Ensure the provision of timely and quality administrative and finance support to project activities
• Coordinate and act as focal point for issues relating to administration, logistics, finance and procurement
• Perform secretarial and office support functions such as photocopying, preparations for meetings/workshops, etc.
• Perform other administrative-related tasks as may be assigned by the Supervisor

2. Efficient and effective procurement and Logistics functions that contribute to the effective conduct of activities and field missions of the RPBU Field Office:

• Provision of inputs to preparation of procurement plans for the project;
• Undertaking the appropriate procurement processes in accordance with the relevant UNDP policies, rules and regulations, including, but not limited to, the following:
• Request for Procurements,
• Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are being utilized;
• Coordinating with the suppliers for the delivery of goods.
• Maintaining and accurate, and reliable filing system;
• Assists and maintain Asset Inventory and preparation of the Asset transfer to the beneficiary;
• Performs other logistics-related tasks that may be assigned by the Supervisor

    3). Support knowledge building and knowledge sharing in the CO, focusing on               achievement of the following results:

• Organization of training for the operations/projects staff on administration.
• Briefing to staff members on general administrative matters; provision of advice and
• administrative support.
• Sound contributions to knowledge networks and communities of practice.

Implement & Manage:

Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Teamwork:

Ability to work collaboratively with colleagues to achieve organizational goals

Supports and acts in accordance with final group decisions, shares credit for team accomplishments, and accepts joint responsibility for team shortcomings

Communication:

Ability to listen, adapt, persuade and transform

Participates in team discussions and debates, and prepares written reports or correspondence

Delivery:

Ability to get things done while exercising good judgement

Delivering own workload in an organized and time-efficient manner

Technical / Functional

Job Knowledge/Technical Expertise

Ability to perform required tasks and comply with rules and procedures

Possesses the fundamental knowledge of processes, methods and procedures

Client Orientation

Ability to maintain good and effective relations with colleagues and clients

Maintains effective client relationships

Education:

A university degree in business administration, accounting, finance or another relevant field.

Experience:

• At least 3 years of professional experience in administrative work and procurement.
• Familiarity with UN System and administrative and financial management of donor-financed projects is an advantage.
• Computer proficiency in MS Office (Word, Excel and Power Point) and other common software is a prerequisite;
• Previous work as consultant, training, researcher, international organizations will be an asset

Language Requirements:

Fluency in English and Filipino languages (both oral and written). Knowledge of regional languages is an advantage.

Important Note:

Please select "Pilipino" as language, if applicable

Disclaimer

UNDP is committed to gender equality in its mandate and its staffs and encourages. Further, UNDP is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNDP staff are expected to uphold these values at all times, both at work and outside.

UNDP has zero tolerance of harassment, discrimination, sexual abuse, abuse of authority and exploitation.

Job adverts (Please remember to mark local positions as “Open for Filipino Nationals Only”

To start the application process, applicants are required to register at http://jobs.undp.org by creating a personal profile and completing UNDP Personal History Form. Please note that UNDP only accepts degrees from accredited educational institutions. Only applications received throughhttp://jobs.undp.org will be considered and applications received after closing date will not be considered. Due to the large number of applications received for UNDP Philippines vacancies, only applicants short-listed for written test and interview will be contacted.

General Information

UNDP is committed to gender equality in its mandate and its staffs and encourages applications from qualified candidates and persons with disabilities.

UNDP is a United Nations organization whose staff are expected to uphold the highest standards of integrity, neutrality and impartiality. This includes respect for and commitment to human rights, diversity, and non-violent means of dealing with all kinds of conflict. UNDP staff are expected to uphold these values at all times, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for UNDP jobs.

UNDP has zero tolerance of sexual abuse, abuse of authority and exploitation.

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