Administrative Assistant, Manila, Philippines, Manila, Philippines
UNDP - United Nations Development Programme
Manila, Philippines, Philippines
1d ago
source : Uncareer.net

Job ID : 36413

Practice Area - Job Family : Management

Vacancy End Date : (Midnight New York, USA) 05 / 04 / 2021

Duty Station : Manila, Philippines

Education & Work Experience : G-Bachelor's Level Degree - 3 year(s) experience

Languages : English, Tagalog

Grade : SB3

Vacancy Type : Service Contract (SC)

Posting Type : External

Bureau : Asia & the Pacific

Contract Duration : 6 months

Project Background :

Development of Renewable Energy Applications Mainstreaming and Market Sustainability (DREAMS)

Goal and Objectives and Components and Outcomes

Goal : reduce GHG emissions from the power sector, the objective of this project is to promote and facilitate the commercialization of the renewable energy (RE) markets through the removal of barriers to increase investments in RE based power generation project.

Outcome indicators : Direct emissions reductions will be 205,181 tonnes of CO2eq hand. 20,000 sitio -based households will have access to RE sources.

Who are involved : The project is being implemented by the Department of Energy (DOE). DOE assumes over-all responsibility for the achievement of project results.

The list of goods, services and consultants to be procured will be decided by DOE. The actual procurement of and payment for goods and services will however be done by the UNDP Country office following UNDP procurement guidelines.

Payment of goods and services will be upon advice of the DOE.

The Project is co-financed with funding from the GEF and UNDP acts as the GEF Executing Agency. All components of the Project are being implemented by the Renewable Energy Management Bureau.

A Project Support Group composed of technical staff / specialist from the other Bureaus and divisions of DOE has been formed to provide technical advice in the implementation of the activities including monitoring and evaluation.

A Project Steering Committee has been established to serve as a policy and decision-making body for the project implementation.

A Project Management Unit that is based at the DOE Compound. The PMU is headed by a National Project Director who is also the Director of the Renewable Energy Management Bureau (REMB).

A Project Manager and support staff oversee the day-to-day operations of the PMU.

Duties and Responsibilities

Summary of Key Functions :

  • Provide effective administrative and operational support to the DREAMS project
  • Provide support to knowledge building and knowledge sharing in the project and in the Climate Action Programme Team
  • Ensure correctness and accuracy in matters of administrative and operational quality assurance and compliance, following both government and UNDP prevailing rules and regulations
  • Function as liaison between the PMU and the Climate Action Programme Team in support of PMU operation
  • The Administrative Assistant is expected to exercise full compliance of administrative activities in line with UNDP POPP provisions and DOE rules and regulations, policies and strategies in relation to day-to-day office management support such as procurement, recruitment, logistics, asset management, office maintenance, internal / external coordination, and administrative report preparation to ensure the implementation of effective internal control systems. She / he will :

  • Provide effective administrative and operational support to the implementation of the Development for Renewable Energy Applications Mainstreaming and Market Sustainability (DREAMS) Project, such as but not limited to :
  • Preparation of routine administrative and office correspondence such as e-mail transmittal, invitation letters, memoranda, and other relevant communications as required by the Project Management Unit (PMU)
  • Reviewing of documents assigned by the supervisor and provision of necessary revisions for finalization
  • Preparation of correspondence and making close coordination with the project stakeholders and members of Project Support Group (PSG) and PSC (Project Steering Committee) on matters that require information and dissemination of documents including notice of meetings
  • Routing of incoming correspondence and ensuring that all outgoing correspondence / documents are delivered to the intended recipients
  • Preparation of highlights during meetings and trainings as requested by the supervisor
  • Preparation of the supervisor’s Travel Order and making coordination on meeting arrangements
  • Working as part of the secretariat during PSG or PSC meetings, and workshops as necessary
  • Production of meeting materials / documents for dissemination
  • Provision of administrative and secretarial support to the PMU in the preparation of TORs, updates, reports, minutes of meetings
  • Raising requisitions for the procurement of goods and services
  • Ensuring provision of logistical services such as purchase of tickets and PO preparation; and conference / meeting / workshop / training facilities arrangements in coordination with the concerned staff / unit of UNDP or DOE
  • Briefing to members of the team on general administrative matters, provision of advice and administrative support
  • Maintenance and organization of office records / files
  • Reproduction of documents for office records / files
  • Working closely with the DOE Administrative Coordinator on administrative matters that require actions from the Implementing Partner
  • Maintenance and reporting of all office equipment and keeping inventory records of supplies and their usage
  • Ensuring that equipment are all in good working condition and the project office is well-kept Representing the Project Manager on a meeting or sit in a panel as and when necessary Managing of Project Cash Advance / Petty Cash to support the requirements of specific project activity or office day-to-day operations Contributing to the preparation of project’s workplan and budget and coordinating with relevant stakeholders (government agencies, LGUs, development partners, etc.

    for follow-ups on any pending / unresolved matters Undertake any additional tasks as assigned by the direct supervisor.

    Support knowledge building and knowledge sharing in the project and CO, focusing on the achievement of the following : Organization of training for the operations / projects staff on administration Effectively contribute to sharing of competencies and expertise across project, teams, and peers Briefing to staff members on general administrative matters, provision of advice and administration support Synthesis of lessons learnt and best practices in programme Sound contributions to knowledge networks and communities of practice Ensure correctness and accuracy in matters of administrative and operational quality assurance and compliance, following both government and UNDP prevailing rules and regulations Perform quality checks on documents for submission, including but not limited to FACE authorization and payment requests, requisitions, vouchers, procurement requests, TORs, performance of budget checks, and other relevant documents, ensuring accuracy of information and full compliance with government and UNDP POPP guidelines Maintenance of project files and ensuring that project assets are all accounted for and have undergone all prescribed quality assurance and compliance requirements, including but not limited to, proper receipting of goods and services, maintenance of statement / list of assets and equipment, other documents that may be necessary for audit and other assurance exercises Ensure the management of the procurement plan and details, including correctness of attachments, notes to file, TORs, requests, etc.

    Perform other quality assurance tasks related to project administrative and operational concerns as necessary Function as liaison between the PMU and the Climate Action Programme Team in support of PMU operation Maintain coordination and follow-ups with the Climate Action Programme Team on a regular basis for facilitation of project requests, such as procurement, payments, reimbursements, recruitment, etc.

    Together with the Project Manager, provide the Climate Action Programme Team with relevant updates regarding the project as well as key activities requiring UNDP participation and support Function as coordination focal for the project and support the conduct of programme-related or -led activities such as programme monitoring, field visits, HACT assurance activities, partners’ meetings, CO-led capacity building exercise, etc.

    Innovation

    Ability to make new and useful ideas work

    Level 3 : Adapts deliverables to meet client needs

    Leadership

    Ability to persuade others to follow

    Level 3 : Proactively seeks and recognizes contributions of others

    People Management

    Ability to improve performance and satisfaction

    Level 3 : Appropriately involves team in different stages of work and decision-making

    Communication

    Ability to listen, adapt, persuade, and transform

    Level 3 : Expresses information and views with adaptive reasoning and appreciation for complexity and variation

    Delivery

    Ability to get things done while exercising good judgement

    Level 3 : Takes responsibility for addressing critical situations and delivering core values

    Technical / Functional

    Service Delivery Coordination

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

    Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

    Office Administration

    Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

    Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

    HR / Finance Interface

    Provide support to HR Finance Interface including position management, chart of accounts, certification of financial resources for position extension, creation etc.

    Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

    Quality Assurance

    Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

    Level 3 : Implement & Manage : Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

    Required Skills and Experience

    Education :

    Minimum Bachelor’s degree holder in any Business Administration / Accountancy, Communication, or other social science courses

    Experience :

  • At least 3 years relevant working experience with foreign aided projects or international development or organizations.
  • Computer proficiency in MS Office (Word, Excel and PowerPoint) and other common software is a prerequisite.
  • Basic knowledge in procurement, petty cash handling, logistics supports, and filing systems are basic requirements.
  • Knowledge of UNDP project implementation procedures, including reporting and monitoring is preferable.
  • Language Requirements :

    Fluency in spoken Pilipino and English and proficiency in written English.

    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 through http : / / 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.

    Scam warning

    The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process.

    Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced.

    Therefore, you are advised to apply particular care when submitting personal information on the web.

    The United Nations does not charge fees at any stage of the recruitment process (application, testing, interviewing, etc.

    The United Nations does not concern itself with information related to bank accounts.

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