Admin and Logistics Associate, Manila

Background   Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.   UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Acknowledging the need to bring in viable options for building network infrastructure, the Department of Information and Communications Technology (DICT) and the United Nations Development Programme (UNDP) forged a partnership in 2018 to support the government roll-out of free internet access. DICT was tasked as the lead agency to effectively oversee the implementation of the Free Internet Access in Public Places Act of 2017 (Republic Act No. 10929) while UNDP’s mandate is to eradicate poverty by working on key areas of democratic governance, climate resilience, and peacebuilding. The provision of internet connectivity to communities is aligned with UNDP’s Country Programme Document 2019-2023 target to increase the number of people with access to essential public services, including access to information and technology.   

Further recognizing the new context and priorities of the Philippine Government, such as ensuring that higher education institutions (HEIs) are responsive to the needs of the new normal in learning and education, strengthening the health care information and communications technology (ICT) systems, and enhancing disaster preparedness and response of DICT and local government units (LGUs), the DICT-UNDP Project Document was amended to “Connectivity, Capability, and Resiliency through Free Wi-Fi for All (CoRe FW4A)”. The CoRe FW4A project includes the following outputs: 

Output 1: Broader people’s access to free internet services in designated sites;  Output 2: Capacity of DICT and local government units strengthened to install and manage ICT and internet equipment and services, and in ICT assessment and planning; and    Output 3: Disaster preparedness and response for emergency including health-related connectivity and communications resiliency improved for DICT, sub-national, and local government offices.    Output 3a: Healthcare ICT ecosystem strengthened for rural health units, vaccination centers, and public hospitals;  Output 3b: Disaster preparedness and response for emergency connectivity and communications improved for DICT, sub-national and local government offices. 

UNDP is seeking the services of an Admin and Logistics Associate who will provide efficient administrative and logistical support for the effective implementation of project outputs. He/she will work under the overall guidance of the Institutions and Partnerships Programme Team Leader and directly supervised by the CoRe FW4A Project Manager.   

The duty station is in Metro Manila, Philippines. Overall direction and guidance shall be provided by the UNDP Team Leader for Institutions and Partnerships Programme while day-to-day supervision shall be performed by the CoRe FW4A Project Manager with oversight from the Programme Analyst.

Duties and Responsibilities:

Provides support to overall effective and efficient management and monitoring of project:

Contribute to the efficient management of the administrative and logistical needs of the Project, including contracts, delivery, & asset monitoring. Ensure systematic filing, inventory and maintenance of records such as incoming and outgoing goods and equipment. Oversee the maintenance of storage, accounting, release, and transfer of title of assets. Support procurement processes through coordination of procurement requests, requisitions and monitoring of delivery. Review billing statements/Invoices from service providers/suppliers; Assist the Project Manager in coordinating with DICT and beneficiaries; Coordinate with the team with regards to the status of requests, delivery and payments of goods and items, and prepare the necessary documents needed for the payment of goods. Assist the Project Manager in monitoring and ensuring the timely implementation of all procurement activities of the project.

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of operational activities with UNDP rules, regulations, policies, and strategies. Provision of inputs to the CO administrative business processes and implementation of the internal standard operating procedures (SOPs) Undertake administrative, finance and procurement procedures, such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations and payment of utilities. Support to small-value procurement and coordinating with the suppliers for the delivery of goods. Raise requisitions as required and register as general user role in Quantum.  Provision of inputs to the project team results-oriented workplan

Ensures efficient administrative support, focusing on achievement of the following results:

Coordination of travel arrangements such as preparation of travel requests, coordination with travel unit for travel authorizations, booking and reservation of hotel rooms, ticket bookings, and visa.    Support to the organization of workshops and meetings including transportation services, booking of conference room, compiling of documents, arranging of equipment, among other similar administrative activities. Support to organization of training and events. Maintaining and accurate, and reliable filing system. In collaboration with the Project Manager, support the implementation of the common activities of the Programme Team and the Country Office in general.

Provides support to proper supply and assets management, focusing on achievement of the following result:

Perform the focal role on supply and assets management of the project. Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports. Coordination with suppliers and stakeholders on importation, tax-exemption, inspection, warehouse testing, and regional deliveries of project equipment.  Coordination of the provision of reliable and quality office supplies. Preparation and coordination for completion of statement of assets and equipment forms with required documentations 

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:

Core competencies:

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.  Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident. Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies:

Business Management           

Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed. Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making. Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Procurement  

Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Partnership management     

Relationship management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Information Management & Technology       

IT Project management: Capacity to manage ICT projects, using IT methodologies and approaches such as agile deployment and/or waterfall system development methods. IT Research and Development: Regular following new technologies and technical trends, research the technologies that are applicable and beneficial to the organization and develop the systems. Required Skills and Experience:
Education: Secondary Education is required.  University degree (bachelor's degree) in Business Administration, Accounting and Finance Management, Supply Chain/Logistics Management, Operation Management, Social Sciences, or related field will be given due consideration but is not a requirement.  Experience: Minimum seven (7) years (with Secondary education) or four (4) years (with Bachelor´s degree) of progressively responsible experience in administrative, financial, logistics or operations support, or project experience at the national or international level is required. Knowledge of basic information and communications technology (ICT) and proficiency in Microsoft Office and other applications of programming, monitoring, and/or project management is desirable. Experience in project/business management, mainly on contract management and logistical support is an asset.  Relevant experience in coordination with the national government agencies, local government units and stakeholders is advantageous.

Required Languages:

English and Filipino  Disclaimer
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