Project Administrative Associate – UNDP jobs in the Philippines

• Location: Manila, Philippines
• Vacancy No: N/A 
• Salary: N/A
• Organization: UNDP
• Gender: Both
• Deadline: 2024-03-22
  

Job Description
Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP has been working with national and international partners in the Philippines on the issue of the green and circular economy. UNDP is working with the European Union in implementing the EU Philippines Green Economy Programme (The Programme). The Programme aims to support the Philippines’ transition towards a green economy, including circular economy, reducing waste and plastic, as well as increasing energy efficiency and renewable energy deployment to support climate change mitigation. The Programme acknowledges that the transition to circular economy will have other added benefits such as reduction of the use of energy and greenhouse gas emissions, improve biodiversity and natural capital, decreased pollution levels, and climate change adaptation.

The Programme addresses three main levels:
• Establishing a Policy Dialogue Platform at the central government level to mobilize EU expertise to facilitate policy formulation, improve city-to-city collaboration through supporting the development of a National Circular Economy Strategy and Roadmap, extend the dialogue to promote renewable energy/energy efficiency, and to apply the dialogue’s outcomes;
• Working with local government units (LGUs) where EU expertise will support to define and implement circular economy, climate change, and energy policies with a human rights and gender-responsive perspective, outreach and support of local business and civil society, and support less advanced LGUs; and
• Enhancing engagement of the private and financial sectors into the circular waste economy creating better conditions for private sector investment by supporting business-driven waste reduction strategies and circular solutions in the production process.
The Programme has 4 specific objectives:

SO1: Improved circular economy and climate change policies and reduced GHG emissions
SO2: Enhanced practices of the circular economy by the LGUs in collaboration with the private sector and civil society sector, with a focus on youth and gender equality
SO3: Enhanced engagement of the private and financial sectors in circular, waste-reduction economy
SO4: Increased energy efficiency and renewable energy deployment

UNDP is responsible for the implementation and execution of SO2 “Enhanced practices of the circular economy by the LGUs in collaboration with the private sector” with about EUR 23 million funding.

The project will be implemented in at least 20 local government units across the country that will receive the core project interventions.

UNDP Philippines has expertise and experience working with LGUs, and cities to support project development, programme formulation, and policy actions. There are currently ongoing related programmes in the sphere of circular economy which are being implemented and executed by UNDP Philippines.

A key element of the work of UNDP in the field of circular economy is the development of a portfolio of projects, identifying the sources of financing, potential sources of investments – (grants, loans, blended finance, etc.), developing partnerships and designing investment vehicles to match appropriate partners and project proponents in the circular economy sphere in the Philippines.

UNDP Philippines takes overall responsibility and accountability for the delivery of the project outputs. It will be accountable for managing the project, including the monitoring and evaluation of project interventions, achieving project results, and for the effective use of resources, in compliance with UNDP rules and regulations, policies and procedures. These include relevant requirements on fiduciary, procurement, environmental and social safeguards, and other performance standards.

The day-to-day implementation of the project will be led by a Project Manager within a Project Management Unit (PMU) responsible for ensuring that the project achieves the expected targets to the required quality standards and within the specified time and budget allocations. The Project Manager will be supported by a national Project Management Specialist, project support team, technical staff and a pool of contractors to carry out the deliverables of the project. Technical and programmatic backstopping will also be provided by UNDP Country Office teams and in the Bangkok Regional Hub.

Duties and Responsibilities

The Project Administrative Associate will be directly responsible for successfully completing the below set of tasks within allotted, agreed-upon time frames:

a) Ensures support the Project Management Unit focusing on achievement of the following results:

• Provide support in the efficient management of the project’s administrative, logistical and procurement system;
• Support in administrative, finance and procurement procedures, such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations and payment of utilities;
• 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 Project Manager.

b) Ensures efficient and effective support to procurement functions that contribute to the effective activity delivery and field missions focusing on achievement of the following results:

• 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 Project Manager.

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

• Organization of trainings for the administrative/projects staff on field office issues;
• Synthesis of lessons learnt and best practices;
• Sound contributions to knowledge networks and communities of practice.

d) Perform additional related tasks as per the request of the Project Manager.

Institutional Arrangement:

The Project Administrative Associate will be working under the overall guidance of the Project Manager.

Competencies

Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:
LEVEL 1: Open mindedand curious, sharesknowledge, learns frommistakes,

asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act withDetermination: LEVEL 1: Shows driveand motivation, able to delivercalmly in faceof adversity, confident
Engage and Partner:
LEVEL 1: Demonstrates compassion/understanding towards others, forms

positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies

Thematic Area Name
Definition

Administration & Operations

Events management (including retreats, trainings

and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash

disbursements, etc.

Administration & Operations

Travelcontract management

Knowledge of policy and procedures related to contract management, incl. oversight of the Long Term Agreement (LTA) with the TravelManagement Services (TMS)provider; UN airline agreement management covering all major and rail providers;

ability to negotiate airlinediscounts.

Administration & Operations

Travelpolicy and procedures

Knowledge of travel policyand procedures; a circulars andfinancial regulations and rules on travel-related matters ability to interpret travel policy, the Staff Rules, administrative circulars and financial

regulations and rules on travel-related matters.

Administration & Operations Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Finance Audit(General)
Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.

Understands the key stagesof audit work,including planning, documentation, testing and reporting.

Ability to examine and verify accounts and records. Understands wider mechanisms for assurance and scrutiny.

Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

Business Management

Client Management
Ability to respond timelyand appropriately witha sense of urgency, provide consistent solutions, and deliver timely and quality results

and/or solutions to fulfil and understand the real customers’ needs.

Operations Management
Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets intothe best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms.

Required Skills and Experience

Min. Academic Education
Completion of Secondary Education or Bachelor’s degreein business administration, accounting, finance or relevant fields.

Min. years of relevant Work experience
Minimum of 6 years with secondary education or 3 years if Bachelor’s degree, of professional experience in administration and financial support for projects or programmes.

Required skillsand

competencies

Proficiency in standard software applications Word, Excel, PowerPoint, Outlook etc. is required.
Experience with web-based ERP systems is an advantage.
Disclaimer

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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