Administration Associate (Assistant to Country Manager), LICA-6, Manila, Philippines

Background Information – 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 the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening 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.

Under the direct supervision of the Country Manager, the incumbent will provide overall administrative assistance to the Country Manager; assist with the preparation of office workplans, reports as well as personnel and financial management activities; assist in organizing meetings/workshops and coordinating travel arrangements; assist with the day-to-day office administration and procedures, including drafting routine correspondence.

Functional Responsibilities

Under the general guidance and supervision of the Country Manager, the incumbent responsibilities include the following:

Summary of Key Functions

• Administration and Travel Support
• Knowledge building and Knowledge Sharing

1. Administration and Travel Support

• Coordinate the flow and prioritization of correspondence to and from the Country Manager’s Office. Receive and screen all regular and confidential correspondence which requires the attendance of the Country Manager.
• Draft summaries of meetings and routine correspondence related to the Country Manager’s work.
• Respond or draft responses to a wide range of correspondence and other communication.
• Identify and prepare briefing on priority areas related to correspondences and route correspondences to senior management team members under whose competence a particular enquiry falls and follow-up action done.
• Plan and organize daily work, and take independent and timely decisions to meet objectives.
• Monitor the implementation of action points related to management meetings.
• Maintain a tracking system to ensure the timely completion of tasks.
• Compose important and confidential correspondence and justifications as required by the Country Manager on tasks within the area of responsibility.
• Establish an efficient electronic and maintain filing, hard-copy filing system for the Country Manager’s office, including confidential documents and records.
• Research and provide background material for the Country Manager in advance of meetings.
• Summarize highlights of management meetings and disseminate minutes, information, reports, etc. from meetings and follow up action taken when required.
• Advise and assist the Officer-in-Charge on matters to be followed up and action to be taken in the Country Manager’s absence.
• Maintain the Country Manager’s calendar of official engagements/coordinate and manage the calendar commitments.
• Make sure that all background documents, talking points and speeches are prepared on time, organized and available.
• Monitor day-to-day functioning of the Country Manager’s office.
• Ensure travel and accommodation arrangements are made in a timely manner.
• Maintain strict compliance with confidentiality required on documentation and information received.
• Responsible for all protocol related assignments
• Provide oversight, ensuring compliance by team members with existing policies and best practices.
• Supervise the pooled car Driver and manage the utilization of vehicle
• Perform other duties and required.

2. 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.

Impact of Results

The effective and successful achievement of results by the Administration Associate directly impacts on the compliant execution of administrative processes in the respective unit and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management.

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 education is required.
• A University Degree, preferably in Business Administration, Public Administration, or equivalent disciplines is an advantage and can substitute for some of the required years of experience.

EXPERIENCE:

• Minimum six (6) years of experience in providing support in the field of administration, operations, secretarial services, or related field in combination with secondary/high school education; two (2) years of relevant experience is required in combination with a Bachelor degree and no experience is required in combination with a Master’s.
• Experience as an assistant to a Country Manager in a similar field of work, or exposure would be an asset.
• Knowledge of UN rules and regulations, government Country Managery, NGOs, UN agencies, embassies, other offices, etc. will be an asset.
• Prior experience in liaising with government Ministries, Departments, and Agencies and a good understanding of related communication protocols is an asset.
• Having a strong overall communication skills are desirable.

LANGUAGE:

• Full working knowledge of English is required.

Contract type, level and duration

• Contract type: Local ICA
• Contract level: ICS 6 / LICA 6
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
• Duty station: Manila, Philippines (Manila is a family duty station)

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

Application open only to Philippines nationals or with valid residence.

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.