Administration Associate

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Description

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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
• 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 minutes 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.

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 of lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

EDUCATION:

• Completion of Secondary education is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable and may compensate 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 a high school diploma is required
• 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.
• Strong overall communication skills are required.

LANGUAGE:

• Full working knowledge of English is required.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27629#3

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