Administrative and Logistics Assistant
Organizational Context
The UNDP Peace and Stabilization Programme Team supports the government's initiatives to transition former combatants in BARMM through the UPLIFT DC project. This project, funded by the Bangsamoro Normalization Trust Fund, aims to strengthen information and case management for decommissioning combatants and enhance their livelihoods. The Administrative and Logistics Assistant will support the Project Manager and the Peace and Stabilization team in daily operations, ensuring quality and accuracy in administrative, financial, and logistical support.
Job Purpose
The Administrative and Logistics Assistant is crucial for the effective day-to-day operations of the UNDP's UPLIFT DC project in the Philippines. This role provides essential administrative, financial, and logistical support to the Project Manager and the Peace and Stabilization team, ensuring the smooth implementation of project activities. The incumbent will manage administrative systems, process financial transactions, maintain records, and coordinate logistics, contributing to the project's objectives of strengthening information management, case management, and socio-economic interventions for decommissioned combatants and their communities. The position requires a client-oriented approach and collaboration with internal and external stakeholders to achieve project goals and ensure quality service delivery.
Responsibilities
Provide comprehensive administrative support, including managing the project's administrative, logistical, and procurement systems. Undertake financial procedures such as travel processing, cash advance liquidations, supplier payments, and utility payments. Maintain systematic filing and office records, including correspondence, activity calendars, and leave monitoring. Ensure timely and quality administrative and financial support for project activities. Act as a focal point for administration, logistics, finance, and procurement issues. Perform secretarial duties and office support functions like photocopying and meeting preparations. Support procurement functions by contributing to procurement plans and executing processes according to UNDP policies. Coordinate with suppliers for goods delivery, maintain filing systems, and assist with asset inventory and transfers. Facilitate knowledge building and sharing by organizing trainings and synthesizing lessons learned.
Work Experience
A minimum of 5 years of relevant experience in administrative work and procurement is required with secondary education. This requirement is reduced to 2 years of experience if the candidate holds a Bachelor's degree. Previous experience in UNDP or other UN entities, and familiarity with UN administrative and financial management are advantageous.
Skills
Proficiency in standard software (Word, Excel, PowerPoint, Outlook). Strong administrative, financial, and logistical support capabilities. Event management skills. Knowledge of audit and budget management. Client management and customer satisfaction orientation. Excellent written and verbal English communication. Fluency in Filipino. Knowledge of donor strategies and CSO engagement is beneficial. Familiarity with Mindanao dialects is an advantage.