Project Description
FHI 360 is seeking applications for the position of Administrative Specialist for the Meeting Targets and Maintaining Epidemic Control (EpiC) โ HIV project in the Philippines. 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). In the Philippines, EpiC-HIV works in Greater Metro Manila (GMM) covering NCR, CALABARZON, and Central Luzon to address critical gaps and bottlenecks in the response to HIV among key populations (KP) in the Philippines and build 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.
Job Summary
The Administrative Specialist 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 partnersโ staff on administrative related matters. As the advanced level, may serve as lead worker or may provide supervision to other work-aligned employees.
Key Responsibilities
General Administrative tasks:
Responds to staff requests for administrative support as needed. This may include:
Copying, faxing, and large -scale mailings.
Receiving and distributing incoming mail and coordinating outgoing mail, including courier services, postage meter account, and interoffice mail distribution
Sets up and maintains files and records of all administrative related documents (e.g. business permits, building and maintenance services, office lease contract, etc.), prepares reports, presentations and graphics as needed.
Maintains inventory of office materials and supplies
Provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
Maintains inventory of office/project equipment to include information on status (e.g., when acquired, to whom equipment is assigned, disposal if revenant, etc.) and undertakes regular spot check/verification
Verifies issued to Project/Office Staff and those issued/donated to Partners
Ensures that all project equipment and utilities are in good operating conditions and arranges for necessary schedule of repairs
Organizes project/country office meetings/activities
Schedules meetings/activities, organizes meeting arrangements, and coordinates provision of logistics to support meeting/activities as needed (e.g., travel, conferences, meeting rooms, food, as appropriate).
Prepares agenda, notice of meetings and distribute to appropriate staff
Takes minutes of the meeting and provide highlights of meeting, including agreements.
Develops, maintains and updates filing of administrative related information (e.g., Country Manual of Operations) and retrieves information as and when needed.
Safety and Security Focal Point (SSFP)
Coordinates with senior management and HQ/APRO on country office security plan and requirements. (refer to Safety and Security Functions)
Ensures the implementation of the Security Action Plan and update the same accordingly
Arranges arrival safety and security briefings conducted within 24 to 48 hours of arrival.
Provides visitors (temporary duty staff, expatriates) and short-term consultants with emergency contact numbers and key contact numbers by the country office.
Flags travel plans of staff to areas of the country that are considered โhigh riskโ and informing and getting approval of the COP/APRO Security Focal Point
Contacts 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.
Manages 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.
Attends security meetings and provides feedback from such meetings.
Drafts security advisories and for general situations and specific incidents during periods of heightened threat and provide precautionary measures pertaining to the issued advisory.
Serves as the point of contact for the ISOS travel data tracking by working with concerned staff on a quarterly basis.
Other related tasks
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 administrative related 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 and 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.
Initiates improved workflow and systems for clerical functions.
Prepares trip accounting folders and assists in securing visas if necessary.
Track voided and refunded tickets from travel logs
Required Skills and Qualifications
Bachelorโs or masterโs degree in accounting, Finance, Management, Communications, or related fields
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.
Experience in providing procurement support, and basic knowledge of donorโs procurement policy.
Experience in working with country programs funded by the US government or other international donors.
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 multiple tasks and demanding schedules, high volume of work to deliver high quality results on time
Resourceful in gathering and providing information.
Knowledge of general office practices and organizational skills, administrative and planning skills.
Good proficiency in computer software applications, in particular Microsoft World, and Excel.
Good command of spoken and written English.
Knowledge of budget preparation and monitoring
Basic knowledge of air ticketing.
Sensitivity to cultural differences and issues surrounding HIV/AIDS
Works well in cross-cultural settings and diverse groups of people.
Ability to travel at short notices
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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