Administrative Associate (Common Premises)

Location : Manila, PHILIPPINES
Application Deadline :30-May-19 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-7
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :1 Year with possibility for extension


You are invited to join a team of dedicated development professionals whose primary role is to support the Philippines to achieve the 2030 Agenda.  As part of the UNDP team your focus will be to work with multiple stakeholders to find the country specific solutions that lead to the eradication of poverty and to ensure no one is left behind - and we reach those furthest behind first.

You will be confronted with diverse development challenges, including addressing   basic   development   needs, supporting institutional   transformations   to enable   sustainable   development, and enabling rapid recovery from shocks, crises and conflicts by strengthening development pathways.   These development challenges are not mutually exclusive.  In fact, they often coexist, requiring tailored integrated solutions that can adequately address specific deficits and barriers.

We place a premium on national ownership in the analysis, design and implementation of solutions, as well as a partnership-based approach to leverage the range of skills and resources needed – public and private.  We work closely with all stakeholders in society to find innovative solutions to old development problems.

UNDP is looking for individuals who have the analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors.  We seek individuals who can apply global best practice to national contexts. We are looking for people who are enthusiastic, motivated and committed to making a positive contribution to Development in the Philippines.

UNDP in the Philippines provides a range of administrative services related to the UN Common premises. Under the guidance and direct supervision of UNDP Operations Manager and in coordination with the UN Operations Management Team the Common Services Associate lead the day to day management of administrative services for the UN house and administers and executes processes and transactions ensuring high quality and accuracy of work. The Common Services Associate provided secretarial and administrative support to the Operations Management Team. The Common Services Associate promotes a client, quality and results-oriented approach. The Common Services Associate works in close collaboration with Programme/Projects and operations as well as with the RCO and UN Agency staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities

1) Ensure implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of common services activities with UN/UNDP rules, regulations, policies and strategies;
  • Preparation of common services business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Preparation of common services results-oriented workplans and report on attainment of results.

2) Efficient and effective administrative and logistical services, focusing on achievement of the following results:

  • Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
  • Support in arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents as and when required by exigency;
  • Collection of information for relevant administrative related HQ surveys, i.e. DSA, travel and other administrative surveys, support to organization of common services;
  • Management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
  • Extraction of data from various sources;
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
  • Assistance in the preparation of budget, provision of information for audit.

3) Ensures efficient common services management, focusing on achievement of the following results:

  • Preparation of common services budget for the UN common premises, other administrative services rendered to UN agencies and obtaining approval of the budget;
  • Support budget preparation for other related UN common shared initiative such as UN Local security budgets and UNRCO budgets;
  • Organization of procurement processes for common services, including preparation of ToRs, specifications for RFQs, ITBs or RFPs, their evaluations;
  • Oversight and management of contracts for common services, ensuring fully satisfactory performance by contractors;
  • Maintenance of common services/office space management to ensure integrated activities on common services;
  • Supervision of maintenance, third party contractors of the sourced via UN common service budget;
  • Keeping records of office energy consumption, update and maintenance of equipment operated on the premises and establishes guidelines and SOPs for a coherent behavior of UN house inhabitants;
  • Prompt reporting and investigation of cases of any accidents, damage, loss or theft of items taking place on the UN premises.

4) Support to the UN Operations Management Team, focusing on achievement of the following results:

  • Support the Operations Management Team (OMT) and its Chair in furthering and implementation of the UN reform in operational area;
  • Prepare for OMT meetings, take minutes of OMT meetings, follow up to decisions of OMT;
  • Follow up on OMT and Working Groups’ annual plans and status reporting to OMT;
  • Coordination of timely and quality submission of DSA, Hardship and other interagency surveys, surveys for organization of common services;
  • Support to preparation and implementation of the UN Business Operations Strategy.

5) Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Training of UNDP and UN Agency staff on the administrative procedures;
  • Briefing/debriefing of staff members on issues relating to area of work;
  • Sound contributions to knowledge networks and communities of practice.



     Competencies and Selection Criteria

                   Description of Competency at Level Required




Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs


Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making


Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation


Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value



Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Internal Reporting and Accountability

Ability to create internal reporting and accountability processes and standards.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Team Building

Ability to work effectively with diverse groups of professionals towards common goals

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work


Ability to effectively communicate intensions and requirements to internal and external stakeholders

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work


Required Skills and Experience


  • Secondary Education or bachelor's degree in a related field;
  • Certification in administration desirable;
  • UNDP Procurement Certification will be an asset.


  • 7 years of relevant experience with Secondary Education or 4 years of relevant experience with bachelor's degree;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Exposure to UNDP ERP, ATLAS and share point an asset.

Language Requirements:

  • Proficiency in English. Working knowledge of other UN language desirable.


  • Non-Smoking environment.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

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