Project Management Support – Associate (Administration), LICA-6, Manila, Philippines

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: SEMCO Thailand, EAPMCO Indonesia, EAPMCO Pacific Operations Cluster, EAPMCO Papua New Guinea, EAPMCO China, EAPMCO Vietnam, EAPMCO Lao PDR, EAPMCO Philippines, and EAPMCO Cambodia.

In 2022, the UNOPS EAPMCO implemented projects worth more than USD 95.7 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.

UNOPS in the 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 management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organizations to improve access to justice of marginalized groups. In Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government to strengthen the capacities of the executive, legislative, and judicial branches to ensure a smooth transition, also with funds from the EU. In the health sector, UNOPS works with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

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.

Background Information – Project

As the UN agency mandated to deliver procurement and project management solutions to government partners to support the 2030 Agenda, UNOPS supports the Department of Health (DoH) of the Philippines to deliver the Philippines Multisectoral Nutrition Project (PMNP).

UNOPS has been requested to act as a Third-Party Procurement Agency (3PPA) to support the centralized purchasing service needs of the PMNP project, in the areas of nutritional commodities, health supplies, and advocacy services. Additional support can cover capacity building, project management services, and communication to support the overall project aims.

Functional Responsibilities

Reporting to the Senior Project Manager, the incumbent performs administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration ensuring efficient, client-oriented, and effective service delivery of the project. The Project Management Support – Associate (Administration) promotes a client, quality, and results-oriented approach, ensuring the utilization of office resources most cost-effectively.

Under the direct supervision of the Senior Project Manager, the Project Management Support – Associate (Administration) supports the project with the following responsibilities:

1. Management Support:

• Responsible for organizing and scheduling events and appointments of the Senior Project Manager, the Project Board, and the Coordination meetings with the Department of Health, drafting agendas and minutes for these meetings and ensuring preparation of documentation for the meetings in a timely and orderly fashion, planning work diligently and early, supporting the project in their finalization, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Performing administrative responsibilities and efficient document management, preparation and dissemination of communications to ensure systematic and fluent project operations, ensuring diligent maintenance of records, and comments, and retaining upkeep of filing and orderly documentation retention.
• Providing administrative support to the Senior Project Manager and project team, as required.
• Liaise with relevant colleagues to support activity and work plan-based budget development.

2. Communications and Knowledge Sharing:

• Contribute to the communications and visibility requirements of the PMNP, including, developing high-quality presentation material, documentation, summaries, and follow-up.
• Providing sound contributions to media and knowledge outlets, knowledge networks, and communities of practice by synthesizing lessons learned and disseminating best practices in human resources.
• Managing the Partnership’s intelligence, knowledge, and promotion of knowledge sharing by performing as the knowledge platform manager.
• Facilitating implementation of the project’s communications plan
• Collecting feedback, ideas, and internal knowledge about processes and best practices, and integrating these efficiently into the communications and knowledge products of PMNP.

3. Team coordination

• Ensures high-quality recording of results, performance, and services of the team and its stakeholders.
• Support the project by following up on compliance of the team members with existing promoting and ensuring the application of policies and best practices.
• Organizing, facilitating, and delivering training and learning initiatives for personnel on administration-related topics.
• Upload on oneUNOPS (ERP) transaction-related files; Designated transactional role in OneUNOPS/Enterprise system.
• Develop a filing system to keep monthly Teamwork plans, monthly portfolio reports and stage plans easy to access as needed.
• Maintain and organize records of project files and other supporting documents on the shared drive as per the organization’s guidelines for record keeping.
• Enter data in knowledge and risk management tools(UNOPS risk, lessons and issues management tool)
• Take minutes of regular team meetings and follow up on action points.

4. Logistics and Administrative Services:

• Responsible for inventory control, supervising proper issuance of inventory items and supplies.
• Overseeing travel authorizations, documentation, and payments and ensuring timely response and processes.
• Compiles data and researches information for planning of financial resources/administrative budget for administrative services.
• Coordinates protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• In charge of liaison and coordinating with the Support Services Team on authorizations/privileges and immunities for PMNP personnel and other administrative matters.
• Supervising logistics and transportation, including client service, catering services and monitoring of consumption.
• Supervises external contractors, including transportation and catering services, client service and processing of invoices.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• Completion of secondary school/high school is required.
• First University Degree (Bachelor’s), preferably in Business Administration, Public Administration, or other related fields, is desirable but not required and it can substitute for some of the required years of experience.

Experience:

• Minimum six (6) years of experience in general administrative, logistics or operations support services or communication in national or international public or corporate organizations is required with secondary/high school education or 2 years of relevant experience is required in combination with a Bachelor’s degree.
• Experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (MS Office), G-Suite and experience in handling web-based management systems is required.
• Experience in the use of Enterprise systems including OneUNOPS is desirable.

Language:

• Fluency in oral and written English and Tagalog is required.

Contract type, level and duration

• Contract type: Local ICA Support
• Contract level: ICS-6/LICA-6
• Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
• Duty Station: Manila, Philippines

The position is open for application only for Philippines nationals and those who hold valid permission to work in the country.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.