Administrative Clerk

The Department of Transportation (DOTr), in partnership with the United Nations Development Programme (UNDP), is implementing a 3-year project entitled, “Low Carbon Urban Transport Project”.

In the Philippines, the transportation sector accounts for almost 37% of total national energy consumption, where road transport typically consumes about 80% of this share. More alarmingly, transportation is one of the fastest growing consumer of fossil fuels and the fastest growing sources of CO2 emissions. With rapid urbanization, energy consumption and CO2 emissions by urban transport are increasing rapidly. In the past decades, transport planning model adopted by the Philippines, as in other Asian countries, prioritized the movement of cars and motorized vehicles to facilitate the growing demand for mobility of passengers and goods. So not surprisingly, urban and inter-regional transport is dependent primarily on road-based transportation such as buses, cars, motorcycles and tricycles, jeepneys and utility vehicles. The number of utility vehicles and cars, in particular, are increasing significantly with over 50% of the registered vehicles located in Metro Manila and adjacent regions. As such, there has been an increasing preference for private fossil fuel based motorized travel and less investments has been made for sustainable public transport and non-motorized transport like walking and cycling. With the exception of the use of Auto-LPG in taxis, there has been a marginal increase in the share of cleaner vehicles using alternative fuels such as CNG buses, Auto-LPG jeepneys, electric vehicles (jeepneys, tricycles in selected cities). There is still more work to be done to increase the efficiency of the urban public transport system considering the increase in number of people commuting regularly between Metro Manila and adjacent provinces. The expansion of rail-based mass transit systems has been at a slower pace and inter-modal transportation facilities such as integrated provincial bus terminals are still lacking where provincial buses are found to be mixed with city buses competing for road space in major arterial roads.

The project has been structured around the following three components anticipated to support the achievement of the project objective, i.e. to create an enabling environment for the commercialization of low carbon urban transport systems (e.g. electric, hybrid vehicles and AGT systems) in the Philippines. The project targets mass public transport vehicles such as electric and hybrid buses, e-jeepneys, etc. It does not include support to private cars.

The three components are as follows:

Component 1: Policy support for the promotion of low carbon modes of transport

Component 2: Awareness and institutional capacity development

Component 3: Investment in low carbon transport systems in the country

Under the direct supervision of the Admin/Finance Associate and the overall guidance of the Project Manager, the Project Administrative Clerk will be responsible for general project administration, day-to-day office activities, and liaison with counterparts. S/he will provide comprehensive secretariat support to the project senior staff, including drafting correspondence, taking of minutes, arranging and organizing project events, making travel arrangements and related tasks.

• Support to Programme Implementation
• Supports to Financial Management
• Provides administrative Functions
• Ensures facilitation of knowledge building and knowledge sharing

1.Support to Programme Implementation focusing on achievement of the following results:

• Be responsible for day-to-day project correspondence, information sharing, and filing ensuring that appropriate follow-up actions are taken;
• Support in organizing field visits and travel;
• Logistics support for meetings, workshop, training, and seminars;
• Support to organizing meetings workshops, trainings and events (preparing minutes, drafting and sending out invitations, agenda and drafting follow up actions);
• Perform other tasks as assigned by the National Platform Officer.

2. Supports to Financial Management focusing on achievement of the following results:

• Day-to-day payments with full compliance of relevant guideline and proper recording of disbursement and all financial transactions;
• Petty cash is operated and handled smooth

3.Provides administrative Functions focusing on achievement of the following results:

• Operation of software and report submissions within the PMU
• Prepare project inventory, update project files, dispatch letters, recording of incoming and outgoing mails, and record of capital and non-expendable goods;
• Proper recording, marking and coding of fixed assets and also maintain records of office supplies;
• Procurement of office supplies and other expendable items;
• Maintain proper records of staff leave, monthly timesheet, travel, consultants and other stakeholders;
• Maintain record of donors, partners, stakeholders and others to ease for correspondence;
• Maintenance of office equipment and other equipment;
• Support in organizing administrative works smoothly

4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on local renewable energy planning
• Synthesis of lessons learnt and best practices in energy planning for local government units

Innovation  Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership  Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management   Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication   Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery   Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;    

Project Management  Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Report Writing  Ability to prepare quality reports

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Accounting (General)   Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations

Budget Management

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Internal Reporting and Accountability  Ability to create internal reporting and accountability processes and standards

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Quality Assurance   Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled

Service Delivery Coordination   Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Stakeholders Management   Ability to manage multiple stakeholders and balance often contradictory expectations, building and maintaining relationships

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Procurement  The ability to acquire goods, services or works from an outside external source

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Logistics   Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Education:

Bachelor's degree in Social Sciences, Business Administration, and/ or other related fields

Experience:

Experience in UN Agencies and UN processes is an advantage. 

Experience in the usage of computers and office software packages (MS Word, Excel, etc.);

Language Requirements:

Good working knowledge of English and Filipino.

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.

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.

 Important information for US Permanent Residents ('Green Card' holders)

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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