Administrative Assistant - Manila

Duration of Initial Contract :Expected Duration of Assignment :with possible extension depending on performance and budgetThe UNDP Energy and Environment Team works on enhancing the environment's carrying capacity to support the country's sustained economic growth, alleviating poverty in the process. This is through the:
Evolution and refinement of the legislative, institutional, and regulatory framework;Use of market-based mechanisms and adoption of environmentally sustainable technologies to encourage private sector participation in environmental protection as well as greater community alliance in the formulation and implementation of local level initiatives; andEstablishment of a more effective system of environmental governance and delivery of environmental services, including monitoring and enforcement; Ensuring Resilience toward disasters and climate change though increasing capacities of duty bearers and claimholders at national and local levels to prevent disasters. The UNDP Energy and Environment Team handles a wide range of UNDP projects under the Climate Change Adaptation / Mitigation and Disaster Risk Reduction areas. The UNDP Environment Portfolio has been, for years, supporting disaster reduction initiatives of the Government of the Philippines at the national and local levels. UNDP has been working with the Philippine Institute of Volcanology and Seismology (PHIVOLCS), the DENR-Mines and Geosciences Bureau (MGB), the Philippine Atmospheric, Geophysical and Astronomical Services Administration (PAGASA) and selected local government units in the following areas: (1) multi-hazard mapping; (2) community-based disaster preparedness; (3) community-based early warning system. UNDP has, likewise, produced film, TV and radio plugs on earthquakes and floods in partnership with the Philippine Information Agency.

An Administrative Assistant to be directly reporting to UNDP Energy and Environment Team Leader is requested to provide support to the administrative concerns in implementation of the Climate Change Adaptation / Mitigation and Disaster Risk Reduction projects being handled by the team.

The Programme Assistant will primarily support the Energy and Environment Unit and carry out the following tasks:

Provides effective administrative support to the UNDP Projects under the Environment and Energy Portfolio, in particular the Climate Change and DRR areas. Assists in preparing letters for transmitting legal and relevant project documents which are for signature. Keep fully signed copies in file for future reference;Gather information/documentation to facilitate and complete the requirements to close projects operationally and financially;Supports in the organization of meetings, seminars and workshops, missions and other portfolio-related activities (eg. conference room booking, assisting in preparing and sending invitations, following-up on invitations with phone calls, assisting in preparing agenda and/or background documentation) and coordinating logistics with relevant units whenever necessary;Supports procurement for purchase of goods or recruitment of consultants, following up to ensure that contracts are issued timely; Prepares and updates schedules of meetings and appointments for the Team;Maintains the Team filing system, database/record of information;Participate in meetings and conferences as may be assigned.Financial Management and Monitoring • Regular monitoring in Atlas for Energy and Environment Unit projects:
Makes and prepares requisitions and vouchers;Assists in evaluating IPSAS reports such as CDR, PTD, PBB etc.Knowledge Management
Create and maintain UNDP Energy and Environment Project databases; Prepare background information and documentation, update relevant program areas’ background and compile IEC materials for UNDP Energy and Environment Project; andActively support UNDP Energy and Environment Project team in knowledge management and knowledge networking.Demonstrates a high tolerance for change, complexity, and unpredictability; Results-oriented and demonstrates teamwork, good interpersonal skills and well developed communication skills;Writes clearly and convincingly;Focuses on achieving results; Sets priorities, produces quality outputs, meets deadlines and manages time efficiently;Shares knowledge and is willing to provide support to others who request advice or help; Works toward creative solutions by analyzing problems carefully and logically;Maintains strong relationships with partners and clients;Facilitates meetings effectively and efficiently and to resolve conflicts as they arise.Education:
Bachelor’s degree of any 4-year course.Experience:
Minimum 3 years relevant experience in handling project administrative concerns (procurement, report filling, database management) preferably in foreign assisted projects; Good communications and interpersonal skills;Excellent drafting and analytical skills.Language Requirements:
Fluency in written and spoken English; well versed in national language.The selected candidate will receive a salary that is commensurate with his/her background and work experience. Interested applicants are requested to complete the UN Personal History Form (P.11), available in our website http://www.ph.undp.org/jobs/ and send to:

Humanresources.ph@undp.org
or
Human Resources
United Nations Development Programme
30th Floor, Yuchengco Tower I, RCBC Plaza
Ayala Ave., cor. Sen. Gil Puyat Ave., Makati City.

indicating the “Application to the Post Title and Vacancy No” on or before 22 April 2014 Kindly note that only completed P.11 forms will be reviewed. UNDP is an equal opportunity employer. Please note that we will contact only the short-listed candidates.

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.

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