Administration Associate

Job Description

Dutystation: Manila (Family Duty Station), Philippines

Functional responsibilities

1. Management Support

• Coordinates individual work areas and coaches personnel in 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, payments
• May be designated transactional role in OneUNOPS/Enterprise system
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.

2. 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.nagement

3. 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 implementation of logistics system in accordance with UNOPS logistical procedures
• Co-ordinates 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.

4. 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

Education/Experience/Language requirements

Education:

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable.
• In the absence of a degree, administrative certification is an asset.

Experience:

• Minimum of six (6) years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required with a secondary school diploma.
• Proficiency in computers and office software packages (e.g. MS Office, GSuite) and experience in handling web-based management systems is required.
• Technical/Professional License or Diploma, First university degree or higher degrees in Finance, Accounting, Risk Management, Business Management, Business Administration or related fields or relevant fields may substitute some of the required years of experience.
• Some experience in UN system organizations is desirable.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

• Fluency in English (speaking, writing and reading) is required

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.