Administration Associate

Job Description

Drive efficiency, client-orientedness, and effective service delivery via technical and administrative support services.

South East Asia Multi-Country Office (EAPMCO)

The South East Asia and Pacific Multi Country Office (EAPMCO) supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. EAPMCO was established in January 2023 following the merger of the Thailand Multi-Country Office, which covered 20 countries across North East Asia, South East Asia and the Pacific, and the Cambodia Multi-Country Office, which covered 4 countries South East Asia - 3 countries in the Mekong Sub-region (Cambodia, Lao PDR and Vietnam) and the Philippines. EAPMCO currently covers 24 countries across North East Asia, South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises nine business units: EAPMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Mekong, and EAPMCO Philippines.

In 2024, the UNOPS EAPMCO implemented projects worth more than USD 80 million, in the areas of Energy Transition, Digital Transformations, Sustainable Environmental Management, Climate Change, Waste Management, Rule of Law and Access to Justice, Water, Sanitation and Hygiene (WASH), Post Conflict Reintegration, Emergency Relief, Post COVID19 Economic Transformations, and Health, through HR, procurement, construction, contract management, fund and program management services.

The Multi Country Office head office in Bangkok provides strategic direction, operational support, delivery oversight and assurance of the excellence of business processes and quality standards across all of the entire Multi Country Office locations. It is also responsible for developing, delivering and managing the portfolio of engagements in the country of the MCO location itself.

Background Information – Philippines

Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants and project management to advance the justice reform agenda of the government of the Philippines through innovations and interventions; as well as providing grants to civil society organizations to improve access to justice of marginalized groups. With funding from the European Union, UNOPS also supports the Bangsamoro Transition (SUBATRA) Programme, working with the Government of the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) to strengthen capacities of the executive, legislative and judicial branches to ensure a smooth transition. Supporting the Department of Health under a World Bank in the Philippine Multisectoral Nutrition Program, UNOPS has provided nutritional commodities and services for expecting mothers and young children from 2023 to 2025.

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law,  and governance sectors.

Under the overall guidance and supervision of the Administration Senior Officer, the incumbent performs and delivers technical and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented, and effective service delivery. The Administration Associate promotes a client, quality, and results-oriented approach, ensuring utilization of office resources in the most cost-effective manner. 

1. Management Support 

• Coordinates individual work areas and coaches personnel in the 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, and payments 
• May be designated transactional role in the 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.

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 the implementation of the logistics system in accordance with UNOPS logistical procedures.
• Coordinates 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.

About the Organization

United Nations Office for Project Services