Administrative and Logistics Assistant

Office/Unit/Project Description

In order to address the challenges and adapt to the continually evolving scenario in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM), continuing substantive support for governance, stabilization, resilience and normalization processes will be crucial to help address risks and vulnerabilities and protect and sustain the gains of the Bangsamoro peace process. The DFAT-Australia support through UNDP-implemented programs has significantly contributed to conflict-prevention and peacebuilding in the Bangsamoro. Phase 1 of PROSPER-Bangsamoro has sought to complement and strengthen the conflict-prevention and peacebuilding ecosystem in the BARMM through support across governance, stabilization and resilience, and normalization outcomes. Given the current fragile context emerging from evolving risks and challenges to the peace process, there is an imperative to further strengthen this conflict-prevention and peacebuilding ecosystem in the lead-up to the first Bangsamoro Parliamentary Elections in September 2026.

Phase 2 of PROSPER-Bangsamoro will thus seek to build on the gains and lessons learned from the implementation of the initial phase. It will continue to contribute to all three outcomes of Peacebuilding in Conflict-Affected Mindanao (PCAM) 2 – governance, stability and normalization- by continuing good practices while enhancing implementation approaches based on challenges encountered in the initial phase. Moreover, Phase 2 of PROSPER-Bangsamoro will continue to strengthen the capacities of BARMM and local government institutions for meaningful, inclusive and peace governance through responding to perceptions of exclusion and grievances among communities and groups in marginalized and vulnerable situations. It will continue to contribute to efforts on conflict prevention and transformation not only at the level of peace process mechanisms and government institutions, but also bridging and deepening social transformation to effectively address the needs, rights and aspirations of communities and sectoral groups who lie at the heart of the Bangsamoro peace process. As the transition to the regular Bangsamoro Government follows the September 2026 elections, Phase 2 PROSPER-Bangsamoro will also assist partners in consolidating, transitioning and institutionalizing conflict-sensitive and peacebuilding policies, capacities and programs at the regional, LGU and national levels. PROSPER-Bangsamoro Phase

2 aims to achieve the following outcomes:

Outcome 1: Effective transition of conflict-sensitive and peace-responsive governance policy and programming facilitated at the regional and local government;

Outcome 2: Empowerment and resilience of sectoral groups and their capacities for rights-claiming processes strengthened in the transition to the regular Bangsamoro Government, and;

Outcome 3: Normalization processes supported through transitional justice and reconciliation programming, delivery of peace dividends and accompaniment support for GPH-MILF peace process mechanisms.

As such, UNDP is looking for individuals who have analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors in the Bangsamoro region. We seek individuals who can apply global best practice to national contexts. We are looking for people who are enthusiastic, motivated and committed to making a positive contribution to peacebuilding and development in the Bangsamoro region, and in the Philippines. The individual must have knowledge and demonstrated experience in managing the implementation of development projects, particularly in the thematic area of peacebuilding. He/She will help shape UNDP’s initiatives and projects on conflict prevention, preventing/countering violent extremism, empowering women and youth, promoting social cohesion, and sustaining peace as well as climate security.

To support the Peacebuilding Cluster under the Peace and Stabilization Team in general and to assist in the implementation of Phase 2-PROSPER-Bangsamoro, UNDP is seeking, UNDP is seeking a Project Administrative, and Logistics Assistant to support the day-to-day operations of Project. The Administrative and Logistics Assistant is tasked to provide administrative, financial and logistical support in the implementation of project activities, while ensuring high quality, accuracy, and consistency of work. The Administrative and Logistics Assistant is expected to report daily to the Project Manager. The position holder also demonstrates a client-oriented approach, tact, and ability to work with people of different national and cultural backgrounds. Moreover, the Administrative and Logistics Assistant works in close collaboration with the UNDP Peace & Stabilization Programme Team, as well as with other UN Agencies, and civil society to successfully implement the activities.

Scope of Work

The functions of the Administrative and Logistics Assistant will be following:

1. Ensures support to the project in performing administrative tasks focusing on achievement of the following results:
   • Provide support in the efficient management of the project's administrative, logistical, and procurement system.
   • Undertake administrative, finance and procurement procedures such as travel processing, liquidations of cash advances, processing of payments to suppliers, canvassing/collection of price quotations, payment of utilities and ensure maintenance of the project records and filing systems and safekeeping of confidential materials;
   • Ensure timely and quality administrative and logistical support to project activities;
   • Conduct periodic equipment/property inventory and ensure recording in the appropriate ledgers;
   • Facilitate procurement of office supplies, equipment, venue related and any procurement services needed;
   • Ensure provision of logistical services such as arrangement of meetings workshops and other project-related events, as well as day-to-day transportation and mission travel requirements; and,

• Following up and finalizing travel arrangements of Peace Team personnel and activity participants;
  • Manage the day-to-day operations of the office, including the provision of assistance in the implementation of office, personnel and logistics management systems;
  • Monitor equipment/vehicle utilization and other administrative records;
  • Help ensure the proper maintenance of office premises, equipment, furniture and vehicles and monitor the condition and use of said resources in accordance with established guidelines;

  • Contribute in developing administrative project material including: 1) event notification forms and checklists; 2) calendars of events and activity schedules; and 3) lists of invitees and participants;

    4) assists in monitoring the work progress of project consultants to ensure adherence to the timelines stipulated under the applicable terms of reference and requests for quotations/proposals;

  • Coordinate the project events/activities including: 1) preparatory communications with stakeholders; 2) dissemination of invitations; 3) coordination with event resource persons; 4) pre-event communication with invitees; 5) provision of on-site logistical support; and 6) post-event communication with participants;
  • Coordinate with service providers for effective implementation of project activities in terms of itineraries and other arrangements;
  • Contribute to ensuring regular updates of all project-related webpages and communications outlets.
  • Ensure proper systematic filing and maintenance of office records such as incoming and outgoing correspondences, calendar of activities, transportation requests, staff leave monitoring, request for office supplies, etc.
  • Ensure the provision of timely and quality administrative and finance support to project activities
  • Coordinate and act as focal point for issues relating to administration, logistics, finance and procurement
  • Perform    secretarial    and    office    support    functions    such    as                photocopying,        preparations         for meetings/workshops, etc.
  • Perform other administrative-related tasks as may be assigned by the Supervisor

Ensures efficient and effective support to procurement functions that contribute to the effective activity delivery and field missions focusing on the achievement of the following results:

• Provision of inputs to preparation of procurement plans for the project;
• Undertaking the appropriate procurement processes in accordance with the relevant UNDP policies, rules and regulations, including, but not limited to, creation of requisitions in Quantum for development projects and register of goods receipt in Quantum.
• Coordination with the UNDP Procurement Team in the procurement of supplies, including requisition, request for quotation, costing for services, machinery, necessities, and any required materials for the project;
• Ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are being utilized;
• Coordinating with the suppliers for the delivery of goods.
• Maintaining an accurate and reliable filing system;
• Assists in managing and maintaining the Project’s Asset Inventory and in the preparation and approval of the asset transfer documents [such as the Request for Asset Donation and Transfer (RADT) and Deed of Donation (DOD)] and in the preparations and actual transfer of the asset to the beneficiary;