Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
The United Nations Development Programme (UNDP) in the Philippines seeks to strengthen its assistance to the government and key stakeholders as they aim to harness digitalization to improve public services and support inclusive socioeconomic development. It established the Pintig Lab as its in-house analytics unit that also leverages its multidisciplinary network of practitioners of data for decision-making. Pintig Lab aims to ensure that: 1) data-driven policymaking is promoted, 2) the capacity of partners in government, civil society (CSOs), and UNDP country office to use data for decision-making is increased, and 3) the data ecosystem for the Sustainable Development Goals (SDGs) is strengthened.
Pintig Lab was founded in 2020 to assist the government in bolstering its use of data for COVID19 pandemic response and recovery. Through the years, the service offering of Pintig Lab has necessarily evolved from the application of advanced data analytics tools and towards building robust data systems and accompanying partners in their respective digital transformation journeys. Over the last two years, the interventions of Pintig Lab in digitalization and analytics have expanded into various domains.
Pintig Lab has active and forthcoming engagements in 2024 in local disaster resilience, climate and SDG finance, enterprise development, and democratic governance and institutions, among others. On local disaster resilience, for instance, Pintig Lab works closely with the UNDP Climate Action Programme Team (CAPT) to support policy research and digitalization support on risk-informed planning and increasing investments in resilience through exploring and integrating non-traditional datasets, co-developing mock-up dashboards and platforms, and conducting policy research.
UNDP Pintig Lab requires the services of a Digital Projects Assistant who will provide day-to-day administrative assistance to the digitalization and data analytics projects of Pintig Lab particularly but not exclusively those in support of local disaster resilience. This includes support to the effective administration and financial control of Pintig Lab interventions, facilitation of contract management, and support to knowledge building and knowledge sharing.
1. Ensure implementation of strategic operations and administration of the Pintig Lab focusing on achievement of the following results
Provide effective administrative support to the implementation of the projects and activities of Pintig Lab in close coordination with client projects. Ensure maintenance of Pintig Lab records and filing systems ensuring safekeeping of confidential materials Ensure provision of logistical services such as arrangement of meeting, workshops and other project-related events, day-to-day transportation and mission travel requirements Perform other additional tasks as assigned by the direct supervisor.2. Provide support for effective financial control in close coordination with the client projects of Pintig Lab, focusing on achievement of the following results:
Assist the team in preparing project reports and other related materials. Monitor budget expenditures and maintain a proper record of approved budgets and their revisions. Prepare and submit expenditure and budget status reports. Review financial rules and regulations of UNDP and assist in providing solutions to issues related to finance, logistics and day-to-day office administrative activities, while promoting a collaborative, client-focused, quality and results-oriented service. Support the maintenance of the internal expenditures control system including budget checks and timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Process documents for cash advance, liquidation, reimbursements in a timely manner Undertake other project related Quantum transactions, in line with project assistant profile. Certify expenditures for approval of payments and monitor/control budget expenditures and approved allotments. Coordinate and act as focal point of Pintig Lab for issues relation to finance, procurement, and administration. Facilitate procurement of goods and services Prepare documents, facilitate and monitor the procurement of goods and services. Monitor all contracts and coordinates with the consultants and firms engaged by the team.3. Ensure facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
Assist in organizing meetings, workshops, trainings and events, including preparing minutes, drafting and sending out invitations, agenda and drafting follow up actions. Draft lessons learned and best practices in the field of finance and administration. Support the establishment of knowledge networks and communities of practices. Provide accurate, prompt and appropriate information and report to the supervisor on administrative and finance matters of the Pintig Lab4. The incumbent performs other functions within his or her functional profile that are considered necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
Under the overall guidance and supervision of the Pintig Lab Digitalization and Data Analytics Specialist, the Digital Projects Assistant will provide programme and administrative support services to the Pintig Lab team ensuring high quality, accuracy and consistency of work. The Digital Projects Assistant will ensure the timely implementation of Pintig Lab activities towards the achievement of expected programme outcomes.
As many of the projects, activities, and interventions of Pintig Lab are financed by client-projects, the Digital Projects Assistant shall closely coordinate with the relevant staff of such projects to ensure that financial controls are adhered to and programme and operations policies are complied with.
The Digital Projects Assistant will also work in close collaboration with the Impact Advisory Team, Accelerator Lab, operations, programme & project staff in the CO and key partners and stakeholders as required to exchange information and support programme delivery.
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 Management: Project Management
Ability to plan, organize, prioritize, and control resources, procedures and protocols to achieve specific goals
Business Management: Portfolio Management
Ability to select, prioritize and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment
Business Management: Monitoring
Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
Business Management: Communication
Ability to 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.
Business Management: Customer Satisfaction/ Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Business Management: Customer Satisfaction/ Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Administration & Operations: Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations: Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Minimum education requirements:
Secondary Education is required.
University degree (bachelor’s degree) in Public Administration, Human Resources, Social Sciences, Community Development preferably with specialization in finance, accounting or other related field will be given due consideration, but is not a requirement.
Minimum years of relevant work experience:
Minimum five (5) years (with Secondary education) or two (2) years (with Bachelor’s degree) of professional experience in the field of administrative and finance and other related fields.
Required skills and competencies:
Experience and proficiency in using MS applications is required.
Desired additional skills and competencies:
At least one (1) year experience working in the development sector or with the government.
Previous working experience with international organization and with government agencies is advantageous.
With preference to those who have taken similar position.
Knowledgeable in Quantum or other ERP System is an advantage.
Required Language(s):
Fluency in English and Filipino is required.
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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