Project Assistant

Background

Women’s civil society groups and women environmental human rights defenders in the Philippines face significant challenges in political participation and influence, including deeply ingrained gender inequality, under representation in leadership, and tokenism. They are vulnerable to threats such as increased violence and impunity, with the Philippines having one of the highest rates of violence against environmental defenders globally. Additionally, they encounter harassment and red-tagging, often exacerbated by limited access to funding, legal aid and capacity-building opportunities. This is compounded by economic disparities that hinder their participation in environmental advocacy as society norms assign domestic responsibilities primarily to women. 

Structural barriers like the weak environmental policy enforcement and under representation in decision-making processes, combined with intersectional challenges, further marginalize their efforts. Additionally, societal biases, media under representation, and the burden of unpaid domestic work hinder their ability to advocate effectively for a just green future. Addressing these issues requires comprehensive reforms, increased protection and greater public support for their critical roles in environmental and political advocacy.

To achieve the above-mentioned objectives, the project has three major outputs.

To support the implementation of the programme, UNDP is seeking a Project Assistant who is based in Manila and will provide administrative, logistics and financial management support for the day-to-day operations of the programme. The Project Assistant is expected to report daily to the Project Manager/Gender Analyst. Moreover, the Project Assistant shall work in close collaboration with the Institutions & Partnerships Team of the UNDP to successfully implement the activities under the programme.

Duties and Responsibilities

Key functions include:

1. Provides support to overall effective and efficient management and monitoring of project: 

a. Contribute to the development of project’s annual and quarterly work plans, procurement plan, recruitment plan, travel plan and financial and physical progress reports; 

b. Keep track of the delivery of the project and contracted parties, frequently report to the Project Manager on the delivery situation;

c. 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;   

d. Work closely with the Programme Team, Results and Quality Team, and Finance Team to ensure efficient and transparent use of project resources in line with approved budgets and within UNDP rules and regulations;

e. Support to the conduct of annual project reviews, audits, monitoring missions, evaluations 

f. Support timely operational and financial closure of a project, determination of unutilized funds and processing operational/financial closure of projects;

g. Support in drafting terms of reference and support the recruitment and management of national and international consultants, subject matter experts, consulting firms, and other such resources.

2. Ensures implementation of operational strategies, focusing on achievement of the following results: 

a. Full compliance of operational activities with UNDP rules, regulations, policies, and strategies. 

b. Provision of inputs to the CO administrative business processes and implementation of the internal standard operating procedures (SOPs) 

c. Undertake administrative, finance and procurement procedures, such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations and payment of utilities; 

d. Support to small-value procurement and coordinating with the suppliers for the delivery of goods; 

e. Raise requisitions as required and register as general user role in Quantum.  

f. Provision of inputs to the project team results-oriented workplan 

3. Support to ensure the efficient administrative support, focusing on achievement of the following results: 

a. Support to the coordination of travel arrangements such as preparation of travel requests, coordination with travel unit for travel authorizations, booking and reservation of hotel rooms, ticket bookings, and visa.    

b. Support to the organization of workshops and meetings including transportation services, booking of conference room, compiling of documents, arranging of equipment, among other similar administrative activities. 

c. Provide support in terms of preparation of materials for the conduct of project activities and assist during the actual activities

d. Support to maintain an accurate and reliable filing system; 

4. Provides support to proper supply and assets management, focusing on achievement of the following result: 

a. Support to the coordination of assets management in the unit, timely preparation and submission of periodic inventory reports. 

b. Support to the coordination of the provision of reliable and quality office supplies. 

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

a. Support to organization of trainings and events  

b. Support to documentation of meetings, and logging of minutes from project and partner meetings.  

c. Support in preparation of Corporate Requirements including but not limited to annual work plan, quarterly report, and annual report. 

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

Overall direction and guidance shall be provided by the UNDP Team Leader for Institutions and Partnerships (I&P) Programme while day-to-day supervision shall be performed by the Project Manager with oversight from I&P Programme Analyst.

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 AND TECHNICAL COMPETENCIES

Business Management: Operations Management

Ability to effectively plan, organize and oversee the operation's business processes in order to convert its assets into the best results in the most efficient manner, Knowledge of relevant concepts and mechanisms

Procurement: Procurement Management

The ability to acquire goods, services or works from an outside external source

Procurement: Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/ or practical situations

Finance: Accounting (General)

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Finance: Budget management

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

Finance: Financial planning and budgeting

Ability to create and manage processes to achieve UNDP's long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting

Finance: Financial reporting and analysis

Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.

Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance

Required Skills and Experience

Min. Academic Education

Completion of secondary education is required. 

First level university degree (Bachelor's Degree) in Accountancy, Business Administration, Management, Finance or related field will be given due consideration but is not a requirement. 

Min. years of relevant Work experience

A minimum of five (5) years (with secondary education) or two (2) years (with bachelor’s degree) of relevant experience in administrative, financial, procurement, and logistics support at the national or international level is required. 

Knowledge on the use of basic information and communications technology (ICT) and proficiency in Microsoft Office applications is required.

Desired additional skills and competencies

At least one year experience in providing administrative, financial, procurement, and logistics support to gender-related projects. 

Experience in the use of online enterprise risk management platforms is desirable.   

Working experience with UN agency/mission, an NGO/INGO, or government is an asset.

Required Language(s) (at working level)

Fluency in English and Filipino is required

Professional Certificates

Certifications in finance, accounting and procurement are an advantage. 

Travel: 

Local travel is required for this position in line with monitoring of project implementation 

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.