Administrative Assistant

Location : Manila, PHILIPPINES
Application Deadline :30-May-19 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
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.

Under the overall guidance of the Operations Manager and direct supervision of the Common Service Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the other staff in the Office, projects and other UN agencies 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 administrative activities with UN/UNDP rules, regulations, policies and strategies;
  • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
  • Provision of inputs to preparation of administrative team results-oriented workplans.

2) Ensure Support the effective and efficient functioning of Operations unit in the office, focusing on achievement of the following results:

  • Maintain an effective record of in-coming and out-going official communications from the office to partners;
  • Facilitate recordings and dispatching to the appropriate in CO focal point of relevant documentation of programme, projects and operations;
  • Maintain appropriate filing system in adherence with UNDP e-filing policies and procedures.

3) Ensure Support to 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 the processing of Travel requests and liquidation as and when required by exigency;
  • 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;
  • Administrative support to conferences, workshops, retreats;
  • Collection of information for relevant administrative related HQ surveys, i.e. DSA, travel and other administrative surveys, support to organization of common services;
  • Custodian for 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;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • 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.

4) Ensure Support to Office maintenance, CAP and assets management, focusing on achievement of the following results:

  • Maintenance of records on assets management, preparation of reports;
  • Performing CAP secretary role while facilitation of cases for review;
  • Maintenance of files and records relevant to office maintenance;
  • Provision of support to maintenance of common premises and common services.

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

  • Participation in online and in person training for operations/project staff on administration;
  • 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 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations


Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities


Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity


Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;   



Quality Assurance

Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

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 2: Execute & Learn: Execute & Learn: Perform defined tasks

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Team Building

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

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks


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

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Required Skills and Experience


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


  • 5 years of relevant experience with Secondary Education or 2 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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