PROJECT DESCRIPTION:
EpiC is a multi-year global project funded by the U.S. Presidentโs Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). The project provides strategic technical assistance (TA) and direct service delivery to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, treatment programming and viral load (VL) suppression among key populations (KPs). In the Philippines, EpiC is into its fourth year of implementation. In Greater Metro Manila, EpiC is supporting capacity of local, community based KP organizations, and work closely with the government of the Philippines to deliver HIV services tailored to the needs of KPs. In addition to these activities, EpiC Philippines will focus on expanding HIV case-finding in the community, PrEP and treatment initiation, adherence, and retention support for people living with HIV (PLHIV) to reach undetectable equals untransmittable (U=U) status.
JOB SUMMARY:
This position is characterized by the performance of a variety of administrative support duties to the Project. The position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of procurement, travel and other administrative documents, use of office technology, photocopying, compiling records, organizing, and maintaining files, posting information, supporting the gathering, and reporting of project information to donorโs websites, support workshop and meeting organization, and coordination with internal staff and implementing partners staff on administrative related matters. At the advanced level, may serve as a lead worker or may provide supervision to other employees.
KEY RESPONSIBILITIES:
General duties:
Responds to staff requests for administrative support as needed.
Sets up and maintain files, prepares reports, presentations, and graphics,
Provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
Schedules meetings and meeting arrangements and provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
Provides administrative support to staff for copying, faxing and large- scale mailings.
Communicates with both internal and external personnel as required.
Maintains and updates records of all administrative related document e.g. services contracts etc.
Ensures that all project equipment and utilities are in good operating conditions and arranges for necessary/schedule repairs.
Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
May handle special projects and execute research and data analysis tasks and performs desktop publishing.
Creates and develops visual presentations and designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
Establishes, develops, maintains and updates filing system and retrieves information from files when needed.
Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for members of the department.
Arranges complex and detailed travel plans and itineraries.
Compiles documents for travel- related meetings and processes travel expense forms.
Prepares agendas, notices, minutes, and resolutions for corporate meetings and assists with coordination of meetings, facilities planning, and logistics required and takes minutes, prepare, and distribute to appropriate staff.
Coordinates with senior management and HQ/APRO on country office security plan and requirements.
Performs other tasks as assigned.
Safety And Security:
Act as the Safety and Security Focal Point (SSFP) Person.
Ensure the implementation of the Security Action Plan and update the same accordingly.
Responsible for arranging arrival briefings conducted within 24 to 48 hours of arrival.
Responsible for providing visitors (temporary duty staff, expatriates) and short-term consultants emergency contact numbers and key contact numbers by the country office.
Responsible in flagging travel plans of staff to areas of the country that are considered โhigh riskโ and informing and getting approval of the COP.
Responsible in contacting the COP to initiate response in case of serious accidents, injury, or medical condition involving international member of staff or consultant working or travelling on behalf of FHI 360.
Manage physical security, fire safety and office evacuation drills periodically in coordination with HR and other government agencies such as Philippine Red Cross, Bureau of Fire Protection and National Disaster Risk Reduction and Management Council.
Attend security meetings and provide feedback from such meetings.
Draft security advisories and for general situations and specific incidents during periods of heightened threat and provide precautionary measures pertaining to the issued advisory.
Travel:
Responsible for travel arrangement for travelers coming in and going out.
Arrange hotel reservation for staff, consultants, and visitors. Maintains data on hotels in the Manila and other key provinces for future reference.
Handles logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiating with the selected hotel, coordinating with concerned staff in purchasing supplies for the events to clearing the expense with the hotel.
Serves as the point of contact for the ISOS travel data tracking by working with concerned staff on quarterly basis.
Contribution:
Acts as a liaison with other departments and outside agencies.
Handles confidential and non-routine information and explains departmental policies when necessary.
Proofreads copy for spelling, grammar, and layout, making appropriate changes and responsible for accuracy and clarity of final copy.
Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
Assigns work/task responsibilities for projects as directed by management.
Assists with the gathering, compiling and evaluation of project due diligence data and be familiar with departmental guidelines.
Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
Assists supervisors in ensuring project administration and operation runs smoothly.
Handles petty cash requests and payment as well as procurement process of office supplies and administrative services.
Coordinate necessary arrangements for international visitors, including travel logistics, meetings with divisional staff and other organizations.
Assists supervisor in logistic arrangements for conferences, workshops, and meetings.
Use initiative to improve workflow and improve systems for clerical functions.
Prepare trip accounting folders and assist in securing visas if necessary.
Track voided and refunded tickets from travel logs.
MINIMUM REQUIREMENTS:
With minimal supervision, manage high volume workflow.
Service minded well organized, strong negotiation and interpersonal skills.
Flexible approach to working hours and the ability to work under pressure with minimum supervision.
Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.
Knowledge of general office practices and organizational skills, administrative and planning skills.
Experience in providing procurement support, and basic knowledge of donorโs procurement policy.
Basic knowledge of air ticketing.
Good proficiency in computer software applications in particular Microsoft World, and Excel.
Good command of spoken and written English.
Report to supervisor on variances and status on regular basis.
Resourceful in gathering and providing information.
Knowledge of budget preparation and monitoring
WORKING CONDITIONS AND TRAVEL REQUIREMENTS:
Typical office environment.
Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.
Travel requirements; Less than 20%
EDUCATION/EXPERIENCE:
Bachelor or Masterโs Degree in Accounting, Finance, Management, Communications, or related fields with at least 3-5 years of related experience that must reflect the knowledge, skills and abilities listed above.
Computer spreadsheet experience required.
Prior experience working with international NGOs and government organizations will be an advantage.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the
exact tasks that may be assigned to carry out these duties. This document should not be construed in
any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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