Administrative Assistant

OFFICE/UNIT/PROJECT DESCRIPTION 

Background

The province of Lanao Del Sur hosts one the major power plants in Mindanao, the Angus-Pulangi Hydro Power Complex. Despite this, LDS remains energy-poor with power voltage dropping from 220V to 100V. This power situation has weakened the capability of public facilities like hospitals to provide quality services especially during their regular operations and more so during climate disasters and conflict-induced calamities.

In 2023, the UNDP and Department of Energy (DOE) completed the installation a 23kwp roof-top at the Tamparan Provincial Hospital as proof of the viability of renewable energy technologies to provide energy security and encourage local government units and agencies to integrate RE policies and projects into their executive and fiscal agenda. The facility, which served critical areas and equipment, has demonstrated the viability of RE systems in energy stability. The current system but requires expansion. In 2023, the LDS expressed the need to expand the initiative to similar health facilities as the energy situation has remained unchanged.

In 2024, the Japan Government approved a 1 year project for the expansion of renewable energy facilities at the Tamparan provincial hospital and at three (3) additional public health facilities units to ensure access to reliable, affordable energy supply in the province’s health service facilities.

Goals, Objectives and Outputs

This initiative will contribute directly to the pillars of clean energy, sustainable climate change mitigation practices, and a just transition toward net-zero pathways. The project aims to support the accomplishment of inter-connected goals among Primary Partner Organizations (PPO):

1. accelerate the adoption of clean energy, energy efficiency, and just energy transition in the province of Lanao del Sur (LDS) in support of the Nationally Determined Contribution (NDC) of the Philippines and the National Renewable Energy Program (NREP) 2020-2040.
2. contribute to the peace and development efforts in the region following the Bangsamoro Autonomous Region for Muslim Mindanao (BARMM) 12-point Priority Agenda. PPO shall refer to the Provincial government of Lanao del Sur, the management of the Health Facility where RE systems will be installed and the municipal government units where the HF operates.

PPO shall refer to the Provincial government of Lanao del Sur, the management of the Health Facility where RE systems will be installed and the municipal government units where the HF operates.

Outputs

The project has three major outputs:

1. Strengthened capacities of provincial and municipal governments in Local Renewable Energy and Energy Efficiency Plans (LREPs) towards the integration of energy policies, investments and projects into local budget and legislative agenda.
2. Technical and investment proposals to attract investors that will support the efforts of the LDS province
3. Installed and commissioned appropriate solar PV systems at three (3) new health facilities and expanded the capacity of the existing solar PV system at the Tamparan Provincial Hospital.

ADMINISTRATION, DURATION AND SCOPE OF WORK

The Administrative Assistant (AA) will be part of a Project Management Unit (PMU) located in Marawi City. The AA will be under the guidance and direct supervision of head of the PMU. Frequent travels in project areas in Lanao Del Sur must be expected. As member of the PMU, the AA scope of work includes the following:

1. Actively participate in PMU planning, operation and compliance to required administrative and book-keeping and inventory procedures of UNDP and local partners, as may be required
   1. Support the preparation of work plans and budgets;
   2. Support the gathering, consolidation and preparation of required project progress and budget reports and other similar project status reports;
   3. Keep records of project budget and expenditures, and ensure all documentation, e.g. receipts, vouchers, asset inventory are well maintained and readily available;
   4. Ensure that project funds disbursed are in compliance with the documentary requirements, UNDP policies and standard book keeping procedures;
2. Ensures provision of prompt administrative, logistical and basic book-keeping services requirement of PMU in support of project operations
   1. Organize and regularly maintain a project filing system containing documents such as letters/communications, reports and other related documents and a directory of stakeholders, individual consultants and contractors;
   2. Provide administrative and secretariat support in the planning and conduct of meetings, workshops, conferences, PMU staff travel and field missions of other UNDP staff and relevant partners;
   3. Coordinate asset management with the country office and prepare and submit required inventory reports;
   4. Ensures that office supplies are well stocked and accounted for;
   5. Participate actively in trainings, orientations, workshops as may be relevant to the position
   6. Ensure regular maintenance and as needed facilitate the repair of project’s furniture, equipment, including vehicle (s), computers, and other equipment for operational purposes, if any.
3. Support Processing and Compliance in Procurement, Travel, and HR Requirements
   1. Support vendor set-up in Quantum
   2. Prepare various documents related to the procurement of goods and service.
   3. Responsible for the monitoring of purchase orders
   4. Processes travel requests and travel claims in accordance with UNDP rules and procedures
   5. Maintain up-to-date personnel files, employment contracts, contracts of contractors and systematically and periodically report to the head of the PMU on the necessary follow-up actions.

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

INSTITUTIONAL ARRANGEMENT

The Administrative Assistant will work under the immediate supervision of and directly report to the Project Manager. S/he will work closely with the PMU and UNDP Country Office teams. 

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 Development

• Knowledge Generation: Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Knowledge Generation

• Communication: Communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels.

General

• Event planning and execution: Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.

Administration & Operations

• Events management: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

MINIMUM QUALIFICATIONS OF THE SUCCESSFUL NPSA

Minimum academic requirements

• Completion of Secondary education is required.
• University degree (bachelor´s degree) in Business, Public Administration, Accounting, Economics, Social Sciences, Finance, Resource Management, Project Management or related fields, will be given due consideration but is not a requirement.
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Min. years of relevant work experience 

• Minimum five years (with secondary education) or two years (with Bachelor´s Degree) of relevant experience in project implementation related to training, stakeholder consultation and community development in Mindanao preferably Lanao Del Sur Province.

Required skills

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems.

Desired additional skills and competencies

•  At least 3 years cumulative administrative skills/experience, result and client-orientation, proven ability to work in a team. 
• At least 3 years demonstrated experience in project financial management, including preparation of budgets, annual work plans.
• At least 3 years’ experience in administration and book keeping with foreign aid supported projects, development organizations, non-government organizations or international organization is an advantage.

Required Language(s)

• Fluency in Meranaw is required.
• Fluency in English and Filipino are required.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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