Field Assistant

The Field Assistant provides operational and administrative support to the implementation of project activities at the field level, ensuring compliance with UNIDO procedures. The role includes facilitating logistics for missions, meetings, and trainings, supporting data collection and documentation, assisting procurement processes, and supporting grants management.

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 (travel requests, security clearances, visa coordination, expense reports).
• 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 (agenda, documentation, presentations, minutes, follow-up tracking).
• Maintain effective communication and coordination with MinDA focal points, local government units (LGUs), beneficiaries and other partners as required.
• Initiate and follow up on administrative processes in UNIDO’s ERP (SAP), including procurement, recruitment, travel and training-related actions.
• Maintain organized electronic and physical filing systems, including contracts, procurement files, and activity documentation.
• Maintain and update project equipment and asset inventory in accordance with UNIDO asset management procedures.
• Monitor project expenditures, commitments and available balances in coordination with the CTA and the Finance Assistant at UNIDO HQ.
• Proactively follow up on payment processes, advances, and liquidation of funds in accordance with UNIDO financial rules.
• Maintain organized financial documentation, including receipts and supporting documents for audits and donor verification.

Requirements

• Only nationals or permanent residents of the country of the duty station are considered eligible.
• Female candidates are encouraged to apply.
• UNIDO welcomes applications from qualified persons with disabilities and provides reasonable accommodation to support full participation in recruitment and performance of duties.

Skills

• Operational Support
• Administrative Support
• Project Implementation
• Logistics Coordination
• Data Collection
• Documentation
• Procurement Assistance
• Grants Management
• Compliance with UNIDO Procedures

Languages

English