Administration Associate (Workshop Documenter), Multiple positions

 Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Philippines
Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organisations to improve access to justice of marginalised groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU.

In the health sector, UNOPS works with the Korean International Cooperation Agency (KOICA) for the construction of health facilities in Eastern Samar, and with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

The UNOPS Philippines Office is part of the UNOPS Cambodia Multi-Country Officer (KHMCO), which provides oversight, support and services to UNOPS operations in the country offices.

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law,  and governance sectors and subsequently is looking for qualified and committed experts.

Project Background Information – GoJUST II

The Governance in Justice Programme Phase II or GOJUST II is a program of the Government of the Republic of the Philippines with support  from the European Union. It builds on from its predecessor program and generally aims to contribute to inclusive and sustainable socio-economic development through improved access to justice for all. Specifically, it aims to develop more responsive and accountable justice services. The justice system is composed of different actors. Reforms must be undertaken in a coordinated and cohesive manner to ensure efficiency and sustainability. The center of any  justice sector reform program is the improvement of the lives of the people. In order to achieve  this, GOJUST II employs a four-pronged approach: justice sector strengthening, effective  justice institutions, access to justice and evidence-based research. 

Justice sector coordination is undertaken by the Justice Sector Coordinating Council (JSCC) co-chaired by the Chief Justice of the Supreme Court, the Secretary of Justice and the Secretary for the Department of Interior and Local Government. GOJUST II will support the strengthening and institutionalization of the  JSCC as well as the strengthening of the individual justice sector institutions, to ensure  complementarity and compatibility of reform measures. Local sectoral coordination  mechanisms through the Justice Zones will allow GOJUST II to pilot reform measures at the  local level. GOJUST II will also support CSOs and law schools to increase access to justice for vulnerable groups. Finally, GOJUST II will promote evidence-based research that could  inform policy-making and future programming. 

Particularly on increased  access to the justice system for vulnerable groups, including women which is GOJUST II’s Key Result Area (KRA) 3, GOJUSTII established a grant facility which UNOPS manages in collaboration with the British Council which provides technical assistance to  the GOJUST II. 

GOJUST II’s KRA 3 will seek to empower women, poor and people living in vulnerable situations to  recognize their grievances and problems as legal issues and to seek effective remedies for  disputes. For people to be able to seek redress, they must know their rights and understand the  different pathways for seeking justice. To this end the project will work with media, legal service  NGOs, paralegals and other facilitators to create legal and rights awareness and provide direct  legal services on issues involving land rights, rights of women, including victims of sexual and  gender-based violence (GBV), rights of indigenous peoples, children, youth, prisoners, those  with disabilities and LGBTI people. The project will identify strategic collaborations with media,  arts and culture platforms for popular engagement on these issues. Based on the British  Council’s comparative experience in the use of arts and culture for peacebuilding, interventions  will be conflict sensitive and locally led, focusing on tangible outcomes such as confidence building and self-expression as part of legal empowerment.

CALL FOR EXPRESSION OF INTEREST
THESE ARE LOCAL HOME-BASED POSITIONS, SO ONLY FILIPINO ARE ELIGIBLE TO APPLY.

Role Specific:

GOJUST II provides technical assistance to the Justice Sector composed of the Supreme Court (SC), the Department of Justice (DOJ), and the Department of Interior and Local Government (DILG). Aside from government institutions, GOJUST II also supports civil society organizations engaged in justice work. The technical assistance can include support to strengthen the justice sector coordination, decongestion of cases and evidence-based justice policy and practice. Further, GOJUST II will also be establishing a grant facility that aims to increase access to the justice system for vulnerable groups, including women. 

Included in the critical activities are the conduct of training, workshops and conferences involving different stakeholders. These can be different targeted activities related to planning, consultations, capacity building/training that will engage target stakeholders from the justice sector and civil society organizations.

The project, therefore, needs the services of a competent Administration Associate that will provide support in the documentation of the training/workshop/conference programs so that activity process and outputs are captured.  The Administration Associate will be working mainly with Workshop Facilitator as well as with the Key Experts (KE) from the British Council Technical Assistance Team and UNOPS in the development of the approach to capture the actual flow, content, process, outputs and summary assessment of each of the activity. He/she will receive overall guidance on the outline of the final documentation report from the focal points of UNOPS & BC TAT.

 Functional Responsibilities
Under the overall direction of the Senior Project Manager and the BC-TAT Key Expert, the Administration Associate will be responsible for the documentation of the identified Planning/Workshop/Consultation activity as indicated in the approved plan/design. Documentation would include recording of the discussion of the event through electronic means, the rendering of the highlights of the discussion through written text and the capture of visuals through photos of important segments of the event.

Scope of Professional Services and Deliverables:

1. Seek guidance or orientation from the Capacity Building Officer (Workshop Facilitator) on the design and process of the event, and how the documenter can assist in the process. 
2. Actual recording of the event electronically, textually, and visually.
3. Compile all the materials of the meeting including programme, attendance sheets, workshop outputs, presentations, and the like and include them in the annex of the documentation report.
4. Assist the facilitator, or in his/her absence, one of the members of the UNOPS/ BC Technical team who is in charge of the event, for purposes of preparation and execution.
5. Submit the draft documentation of the activity to the facilitator for review and revise accordingly, if needed, upon recommendation of the facilitator.
6. Turnover of the documentation and do a revision of the textual documentation based on the feedback from the technical person in charge of the event. 

CompetenciesTreats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Education

• Completion of secondary or high school is required. 
• A University Degree (Bachelor), preferably in Law, Communications/ Journalism, Education, Engineering, Business or Public Administration, social sciences, sciences, management, project management, development studies, or related fields is an advantage and can substitute for some of the required years of experience.

 Experience

• Minimum 6  years of experience in journalism, field reporting, technical writing, photography, report writing, editing  or other related fields with secondary or high school education,
• 2 years of experience is required in combination with a Bachelor's degree or 1 year of experience required in combination with a Master’s.
• Experience in organizing documentation files and compilations is an asset;
• Experience in working with a range of stakeholders is an asset; 
• Prior experience and sound knowledge of the Philippine Justice Sector context is an asset.
• Excellent communication and Coordination; skills and ability to work in a team to achieve objectives is desirable.

 Languages

• Fluency in both written and spoken English is required.
• Knowledge of one major regional dialect will be an advantage

 Contract type, level and duration

• Contract type: Local Individual Contract Agreement (LICA)
• Contract level: LICA 6 (Local Retainer)
• Contract duration: 12 month Retainer Contract with the maximum of 100 working days. 
• Duty Station: Home-based.

NOTE: 

• The selection of the candidate will be done through a desk review process. 
• The selected candidate shall perform in this role as a Retainer and will be required to start ASAP.

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

 Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

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