Administrative Senior Assistant

Country: Philippines
Organization: UNOPS
Closing date: 1 Aug 2021

Background Information - Job-specific
Support to the Bangsamoro Transition (SUBATRA) Programme, the Action, is a 5-year programme funded by the European Union to contribute to a smooth and timely undertaking of the transition, through capacity building of the three branches of the Bangsamoro Government. This will promote an enabling good governance environment and support the efficient implementation of policies set up by the transition plan, with a focus on capacities that are critical for a sound functioning of interim institutions. These include: capacity of the BTA’s executive branch superstructure to drive and coordinate key transitional policies; capacity of the Parliament to exercise its law making and oversight functions; capacity of the Justice System to adjudicate litigations and improve access to justice, and capacity of the civil society to contribute to a peaceful transition to the Bangsamoro Autonomous Region for Muslim Mindanao (BARMM).

The Action supports the institutional components of the peace process set out by the Framework Agreement on the Bangsamoro, Bangsamoro Comprehensive Agreement and their implementing arrangements as well as BOL’s art. XVI provisions on the transition, through an integrated approach combining institution building and capacity building of core Bangsamoro democratic governance institutions, to efficiently undertake the transition, including post-transition.
UNOPS is one of the implementing partners of the SUBATRA Programme under Indirect Management and will be responsible for the provision of logistical and administrative support, which may include the organization of training, workshops, seminars and study tours; procurement of goods and services; infrastructure; and communication and visibility.

Role Specific:

  • Administrative Support
  • Travel and Logistics
  • Inventory, Asset and Supply Management, Custodial, Common Premises
  • Knowledge Building and Knowledge Sharing.

Functional Responsibilities

1. Administrative Support

  • Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
  • Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
  • Provides administrative support to conferences, workshops, retreats.
  • Compiles information for periodic audits.
  • Petty cash management.

2. Travel and Logistics

  • Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations.
  • Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
  • Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
  • Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups , hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
  • Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
  • Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
  • Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
  • Establishment and maintenance of efficient working relationship with government ministries.
  • Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
  • Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
  • Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
  • Accurate and timely information on processes and pending issues to the concerned individuals/unit
  • May supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
  • Promptly reports and investigates 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.

3. Inventory, Asset Management, Custodial, Common Premises, and general Support

  • Conducts physical inventory checks, drafting periodic inventory and asset reports.
  • Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
  • Conducts and reports on surveys of office maintenance needs as well as client satisfaction
  • Collects information for administrative surveys in support of the organization of common services.

4. Knowledge building and Knowledge sharing

  • Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
  • Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.
  • Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
  • Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials.

Education

  • Completion of secondary/high school is required.
  • First University Degree in Business Administration, Public Administration, or relevant disciplines is desirable but not required.
  • A Bachelor or Master would be an asset and may substitute for some of the required years of experience.
  • In the absence of a degree, administrative certification is an asset.

Experience

  • Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
  • Some experience in UN system organizations is desirable.
  • Solid experience in the usage of computers, advanced knowledge of Google suite, MS Office, and in handling-web based management systems is desired.
  • Experience in use of Enterprise systems including OneUNOPS is desirable.

Languages

Fluency in English and Tagalog is desired.

How to apply:

Apply online: https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=22168#6



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