Administrative and Logistics Assistant

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

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

• 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.

• 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.

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.

Events management (including retreats, trainings,and meetings)

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

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.

• 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.

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

• 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.

Fluency in English and Filipino is required.

Not required