Administrative and Logistics Assistant

Better Than Cash
Better Than Cash

Operations

Cotabato City, Maguindanao, Philippines

Posted on Aug 26, 2026
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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;

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Organization of trainings for the operations/ projects staff on field office issues.
  • Synthesis of lessons learned and best practices.
  • Sound contributions to knowledge networks and communities of practice

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

Institutional Arrangement

Under the guidance of the Project Manager the Administrative and Logistics Assistant will be tasked to deliver vital administrative support, to ensure quality implementation of activities.

Under the direct supervision of the Project Manager, and the day-to-day technical and functional supervision of the Finance and Administrative Officer, the Administrative and Logistics Assistant provides administrative, logistics, procurement, travel, asset management, and office support services primarily to PROSPER-Bangsamoro and, as required, to other projects and initiatives under the Peacebuilding Cluster of the Peace and Stabilization Programme Team. The incumbent works closely with the Administration and Finance Officer to ensure compliance with UNDP policies, procedures, and project requirements.

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

Thematic Area

Business management (Partnerships management)

Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Partnership management (CSO engagement)

Knowledge and understanding of CSOs and the ability to engage with CSOs

Administration & Operations

Events management (including retreats, trainings,and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Finance

Audit (General)

  • Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.
  • Understands the key stages of audit work, including planning, documentation, testing and reporting.
  • Ability to examine and verify accounts and records.
  • Understands wider mechanisms for assurance and scrutiny.
  • Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

Finance (Budget management)

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

Finance (Audit risk management)

Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure a true and fair audit opinion is achieved.

Minimum Qualifications of the Successful NPSA

Min. Education requirements

  • Secondary Education is required. A university degree (Bachelor's degree) in Business Administration, Public Administration, Accounting, Finance, Logistics, Procurement, Management, or a related field will be given due consideration, but is not a requirement.

Min. years of relevant work experience

  • Minimum of five (5) years (with Secondary Education) or two (2) years (with a Bachelor's degree) of relevant experience in administration, logistics, procurement, operations support, or project support services.

Required skills

  • Experience in using Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Desired skills in addition to the competencies covered in the Competencies section

  • Experience working with UN agencies, international organizations, government institutions, development partners, or civil society organizations.
  • Experience with administrative, logistics, procurement, and financial processes in donor-funded projects.

Experience with operational and socio-cultural context of Mindanao, including relevant local languages or dialects.

Required Language(s)

Fluency in English and Filipino is required.

Professional Certificates

Not required

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