Overview
Provides operational and administrative support for project activities at the field level, ensuring compliance with UNIDO procedures and facilitating logistics for missions, meetings, and trainings.
Key Responsibilities
- Provide general administrative and logistical support to project activities, including organization of meetings, workshops, trainings, field missions and stakeholder consultations.
- Facilitate travel arrangements for national and international staff and consultants.
- Provide logistical and coordination support to visiting UNIDO and FAO staff, consultants and technical experts at field level.
- Support logistical and administrative arrangements for potential satellite offices in target regions.
- Support the preparation of Project Steering Committee (PSC) and coordination meetings.
- Maintain effective communication and coordination with MinDA focal points, local government units (LGUs), beneficiaries and other partners.
- Initiate and follow up on administrative processes in UNIDO’s ERP (SAP).
- Maintain organized electronic and physical filing systems.
- Maintain and update project equipment and asset inventory.
- Monitor project expenditures, commitments and available balances.
- Proactively follow up on payment processes, advances, and liquidation of funds.
- Maintain organized financial documentation.
- Support procurement processes.
- Maintain a tracking schedule of personnel and contractors’ contracts/payments.
- Assist in the preparation and revision of project budgets.
- Support preparation of financial and narrative inputs for reports.
- Support compilation of activity data and documentation.
- Provide administrative and logistical support for communication and visibility activities.
- Perform other ad-hoc duties as required by the project.
Required Experience
A minimum of eight (8) years of experience in the related fields of the post, is required. Experience with office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable. Experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the execution of project development and implementation of work, is required. Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required. Experience with SAP or similar ERP software is required.
Qualifications
Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable. Credit towards total working experience may be considered on a year by-year- basis, up to maximum of 4 years, for a first university degree or equivalent diploma, in a field relevant to the post.
