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Administration Associate (Workshop Documenter) - Retainer, Multiple positions

Multiple locations (Multiple locations)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Multiple locations (Multiple locations)
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Communication and Public Information
    • Project and Programme Management
    • Operations and Administrations
    • Documentation and Information Management
    • Education, Learning and Training
  • Closing Date: 2021-06-17

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Background Information - Job-specific

Background Information – Philippines

UNOPS Philippines was established in early 2016 to support, develop and oversee UNOPS' growing portfolio of programs and projects in the Philippines. The office currently provides implementation services to a range of projects where UNOPS works 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, the Philippines with project sites in Manila, Tacloban, and Cotabato.  

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.

Project Background Information – GOJUST II

The Justice Sector Reform Programme: Governance in Justice II (GOJUST II) aims to strengthen the Rule of Law through a two-pronged approach by combining improved administration of justice and enhanced promotion and protection of human rights.  GOJUST II will build on the experiences and lessons learnt from the work done in the previous GOJUST programme and previous EU-Philippines Justice Support Programmes in the sector.

UNOPS will support the implementation of the GOJUST II by providing logistical support (organisation of activities i.e. training, workshops, seminars, study tours, etc.) and procurement of necessary equipment. In order to deliver the project requirements, UNOPS KHOC is establishing a Project Management Support Unit (PMSU) based in Manila, Philippines, that will include both international and local as well as specialist experts within their respective fields.  

Background Information – Job Specific  The incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

GOJUST II provides technical assistance to the Justice Sector composed of the Supreme Court (SC), the Department of Justice (DOJ), and the Department of Interior and Local Government (DILG).Aside from government institutions, GOJUST II also supports civil society organizations engaged in justice work.  The technical assistance can include support to strengthen the justice sector coordination, decongestion of cases and evidence-based justice policy and practice.  Further, GOJUST II will also be establishing a grant facility that aims to increase access to the justice system for vulnerable groups, including women.  

Included in the critical activities are the conduct of training, workshops and conferences involving different stakeholders. These can be different targeted activities related to planning, consultations, capacity building/training that will engage target stakeholders from the justice sector and civil society organizations.

The project, therefore, needs the services of a competent Administration Associate that will provide support in the documentation of the training/workshop/conference programs so that activity process and outputs are captured.  The Administration Associate will be working mainly with Workshop Facilitator as well as with the Key Experts (KE) from the British Council Technical Assistance Team and UNOPS in the development of the approach to capture the actual flow, content, process, outputs and summary assessment of each of the activity. He/she will receive overall guidance on the outline of the final documentation report from the focal points of UNOPS & BC TAT.
This position will be part of the Pool of Retainer for Workshop Documenter that will cover Luzon, Visayas and Mindanao Areas. Other UNOPS Projects in the Philippines may tap into the pool of retainer to provide the required documentation services for the project activities.

Functional Responsibilities

Under the overall direction of the Senior Project Manager and the BC-TAT Key Expert, the Administration Associate will be responsible for the documentation of the identified Planning/Workshop/Consultation activity as indicated in the approved plan/design. Documentation would include recording of the discussion of the event through electronic means, the rendering of the highlights of the discussion through written text and the capture of visuals through photos of important segments of the event. 

Scope of Professional Services and Deliverables:

  1. Seek guidance or orientation from the Capacity Building Officer (Workshop Facilitator) on the design and process of the event, and how the documenter can assist in the process. 

  2. Actual recording of the event electronically, textually, and visually.

  3. Compile all the materials of the meeting including programme, attendance sheets, workshop outputs, presentations, and the like and include them in the annex of the documentation report.

  4. Assist the facilitator, or in his/her absence, one of the members of the UNOPS/ BC Technical team who is in charge of the event, for purposes of preparation and execution.

  5. Submit the draft documentation of the activity to the facilitator for review and revise accordingly, if needed, upon recommendation of the facilitator.

  6. Turnover of the documentation and do a revision of the textual documentation based on the feedback from the technical person in charge of the event. 

Monitoring of Progress

The documenter will present the deliverables to the Supervisor who will assess the quality of the delivery.

Education/Experience/Language requirements

Education: 
  • High School diploma is the minimum requirement for this role 

  • First level university degree, preferably in Law, Communications/ Journalism, Education, Engineering, Business or Public Administration, social sciences, sciences, management, project management, development studies, or related field would be an asset.

Experience: 
  • A minimum of 6 years of experience with a High School Diploma in one of the following:  journalism, field reporting, technical writing, photography, report writing, editing  or other related fields. Applicant with a first university degree needs 2 years of relevant professional experience;

  • Computer literate; Knowledge of Word, Excel, and PowerPoint Presentations is desirable;

  • Experience in organizing documentation files and compilations is an asset;

  • Experience in working with a range of stakeholders is an asset; 

  • Prior experience and sound knowledge of the Philippine Justice Sector context is an asset;

  • Excellent communication and Coordination; skills and ability to work in a team to achieve objectives is desirable.

Language requirements:
  • Fluency in both written and spoken English is required.

  • Knowledge of one major regional dialect will be an advantage.

Competencies

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.

Contract type, level and duration

Contract type: ICA (Retainer) Contract level: Local ICA Support 6 (ICS-6)
Contract duration: One year (100 working days)

This is a Retainer positions with multiple duty stations in the Philippines.  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

  • 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.
  • 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
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • 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.

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.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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