Administration Associate

Job Highlight

Drive efficiency, client-orientedness, and effective service delivery via technical and administrative support services.

About The Project Office

Established in 2016, UNOPS Philippines supports the government and development partners in advancing sustainable development through services including sustainable procurement, project and grant management, infrastructure, and logistical support. UNOPS projects in the Philippines focus on key areas such as governance, justice, health, and infrastructure, with a strong emphasis on capacity building, community resilience, and accelerating progress toward the Sustainable Development Goals (SDGs).

Role Purpose

Under the overall guidance and supervision of the Administration Senior Officer, the incumbent performs and delivers technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented, and effective service delivery. The Administration Associate promotes a client, quality, and results-oriented approach, ensuring utilization of office resources in the most cost-effective manner.

Functions / Key Results Expected

• Management Support
• Coordinates individual work areas and coaches personnel in the execution of standard office transactions, processes, and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies, and strategies, and knowledge of the work areas.
• Monitors team performance against service agreements with clients, and client satisfaction
• Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Administers inventory control, supervising proper issuance of inventory items and supplies.
• Reviews travel authorizations, documentation, and payments
• May be designated transactional role in the OneUNOPS/Enterprise system
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
• Team Management
• Facilitate the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.
• Logistics, Asset Management Services
• Ensures effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies, and strategies
• Oversees the implementation of the logistics system in accordance with UNOPS logistical procedures.
• Coordinates and supervises processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building/facilities/space management, office supplies.
• Coordinates supply and assets management services and physical verification of inventory items, ensuring timely preparation and submission of periodic inventory reports
• Oversees protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Compiles information on administrative services provided for cost-recovery bills.
• May supervise transportation services, including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensures prompt reporting and investigation of vehicle accidents, damage, loss, or theft of items; update and maintenance of vehicle history report.
• Supervises external contractor for transportation services, including client service and processing of invoices.
• Knowledge Building and Knowledge Sharing
• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
  
  

• Secondary school (or equivalent) with 6 years of relevant experience OR
  
  

• Bachelor’s degree (or equivalent) in Business Administration, Public Administration, or related disciplines with 2 years of relevant experience is desirable.
• In the absence of a degree, administrative certification is an asset.
  
  

• Relevant experience is work in general administrative, logistics, or operations support services in national or international public or corporate organizations, or related areas.
• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is required.
  
  

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in use of Enterprise systems including OneUNOPS is desirable..