MSCU Assistant

The MSCU Assistant provides operational and administrative support on supply chain matters to the Manila Supply Chain Unit and missions worldwide. The role involves routine administrative transactions and support functions to ensure smooth and efficient operations of the work unit.

Responsibilities

• Type, format, and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
• Receive and respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
• Enter, retrieve, structure and update selected information and data from various sources; present results in standard format.
• Set up and maintain office files and reference systems according to standard procedures.
• Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems.
• Support the Supply Chain Division and MSCU Head in organization and administration of meetings, workshops and events.
• Assist with arranging for travel including transport, logistics, accommodation and required documentation.
• Provide administrative and logistical support for the coordination of Chartered Institute of Procurement and Supply (CIPS) training activities.
• Provide routine administrative and logistical support for onboarding and offboarding of staff members, interns and consultants.
• Ensure availability of office supplies and appropriate maintenance of office equipment.
• Provide low value procurement, logistical and administrative support in acquisition of goods and services for field operations.
• Obtain quotations and ensure submission within required timeframe.
• Coordinate with end users in review and evaluation of quotations against specifications and best value for money.
• Prepare and issue Purchase Orders and payment requests.
• Coordinate and monitor delivery of procurement requisitions and perform follow up actions.
• Perform other relevant duties as assigned.

Requirements

• Bachelor’s degree in Business Administration, Logistics, Management or a related field from an accredited academic institution with two (2) years of relevant professional experience; or High School diploma with four (4) years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Experience in administrative, procurement support, or office support functions.
• Experience in organizing meetings, events, travel arrangements, and maintaining administrative records is an advantage.
• Experience supporting procurement processes, including obtaining quotations, preparing purchase orders, and coordinating deliveries, is an advantage.
• Experience using enterprise resource planning (ERP) systems, such as SAP or Oracle, and service management platforms, such as Freshservice, is an advantage.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under tight deadlines while maintaining accuracy and attention to detail.
• Good interpersonal and communication skills and the ability to establish effective working relationships with colleagues and external counterparts.
• Ability to coordinate administrative activities, including meetings, training logistics, and onboarding/offboarding processes.
• Ability to maintain organized records and monitor administrative and procurement-related transactions.
• Ability to work effectively both independently and as part of a multicultural team.
• Proficiency in Microsoft Office applications and other standard office technologies.

Skills

• Procurement Support
• Administrative Support
• Office Support
• Meeting Coordination
• Event Organization
• Travel Arrangements
• Administrative Records Management
• Purchase Order Preparation
• Quotation Management
• Delivery Coordination
• Enterprise Resource Planning
• SAP
• Oracle
• Service Management Platforms
• FreshService
• Organizational Skills
• Multitasking
• Microsoft Office Suite
• Training Logistics
• Onboarding and Offboarding
• Records Keeping

Languages

English