Administrative and Logistics Assistant
Organizational Context
The United Nations Development Programme (UNDP) in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) supports governance, stabilization, and resilience processes to sustain peacebuilding efforts. This role supports Phase 2 of the PROSPER-Bangsamoro project, which builds on previous successes and lessons learned to strengthen capacities for inclusive governance and social transformation, particularly in preparation for the upcoming Bangsamoro Parliamentary Elections.
Job Purpose
The Project Administrative and Logistics Assistant provides essential day-to-day administrative, financial, and logistical support for the PROSPER-Bangsamoro project and other initiatives within the Peacebuilding Cluster. This role is crucial for ensuring the high-quality, accurate, and consistent implementation of project activities. The incumbent will manage administrative systems, facilitate procurement, coordinate logistics for events and travel, maintain records, and support office operations. By ensuring efficient support services, this position directly contributes to the successful delivery of peacebuilding and development objectives in the BARMM region, working collaboratively with the Project Manager and the wider UNDP team.
Responsibilities
Provide comprehensive administrative support, including managing travel processing, liquidating cash advances, processing payments, and maintaining project records and filing systems. Facilitate procurement of office supplies, equipment, and services, ensuring compliance with UNDP policies. Coordinate logistical arrangements for meetings, workshops, and other project events, including venue booking, transportation, and participant travel. Manage day-to-day office operations, monitor equipment utilization, and ensure proper maintenance of office premises and resources. Assist in developing administrative project materials and monitoring consultant work progress. Act as a focal point for administrative, logistics, finance, and procurement issues, and perform secretarial duties as needed. Support procurement functions by contributing to procurement plans and executing processes in accordance with UNDP regulations. Assist in managing the Project's Asset Inventory and facilitate knowledge building and sharing within the team.
Work Experience
A minimum of five years of relevant experience in administration, logistics, procurement, operations support, or project support services is required with a secondary education. This requirement is reduced to two years of experience if holding a Bachelor's degree. Experience with UN agencies, international organizations, or donor-funded projects is desired.
Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong administrative, logistical, and procurement skills. Experience in event management and coordination. Ability to manage budgets and financial processes. Excellent organizational and record-keeping abilities. Fluency in English and Filipino. Experience with operational and socio-cultural context of Mindanao is a plus.