ADMINISTRATIVE ASSISTANT – CEBU At FHI 360

CALL FOR APPLICATIONS

FHI 360/Philippines (www.fhi360.org) is invites applications for ADMINISTRATIVE ASSISTANT position to join the USAID’s TB Innovations and Health Systems Strengthening (TBIHSS) project in the Philippines. The position is based at FHI360 Cebu Satellite Office, Cebu City.

PROJECT DESCRIPTION

The “TB Innovations and Health Systems Strengthening” (TBIHSS) project is a 5-year USAID funded project that aims to strengthen national and regional level implementation of the National TB Strategic Plan by providing state-of-the-art capacity building support and technical expertise to scale-up TB and DR-TB prevention, detection and treatment. The project will identify and help implement proven approaches to improve TB prevention, increase TB case detection rates, decrease default rates, and increase TB treatment success rates and TB cure rates.

JOB SUMMARY

The Administrative Assistant will assist the Cebu Project Manager and Senior Project Officer in performing general office duties for the satellite office such as handling the required logistics and the administrative aspects of the different project components, coordinating and liaising with different local vendors, travel arrangements for the project’s local staff and consultants, supervising the use of office equipment such as printer or photocopying machine, support workshop and meeting organization, and coordination with internal staff and implementing partners staff on administrative related matters. S/he will be responsible for all travel arrangements of the project’s local staff, consultants and visitors.

KEY RESPONSIBILITIES

Reporting to the Cebu Project Manager, the Administrative Assistant is responsible to provide the following tasks enumerated below:

· Provide general administrative and logistical support to FHI 360 Cebu satellite office staff and consultants and to all project component field activities such as forums, meetings, workshops, training programs and seminars.

· Provide general support to international and local visitors.

· Assist the FHI360 country office in establishing the Cebu satellite office by ensuring the office furniture and equipment are properly installed

· Ensure that all project equipment and utilities are in good operating conditions and arrange for necessary/schedule maintenance repairs.

· Responsible for receiving equipment from FHI360 Grants and Procurement Specialist, issuance, inventory management and coordinate with FHI360 Senior Finance Officer for the physical inventory.

· Prepares Memorandum of Receipt (MOR) and issuance of the equipment/materials/supplies to the staff for monitoring and inventory.

· Maintain and update the inventory of equipment records of both expendable items (i.e. office supplies such as stapler, file rack, etc.) and non-expendable equipment (office equipment, office furniture and etc.), in-kind procurement, inherited and handle disposal of obsolete item and deed of donation.

· Oversee maintenance, mailing, shipping, supplies, equipment, office utility bills and errands.

· Provide updates to supervisor on the overall implementation and execution of the general administrative duties and travel as may be needed.

· In coordination with Operations and Compliance Unit,

• Arrange domestic and international travel for travelers.
• Arrange hotel reservation and vehicle transportation for FHI360 staff, consultants, and visitors, and provide other related logistics support in relation to the scheduled travel.
• Handle overall procurement process amounting to maximum of US$10,000 only which includes requesting quotations, coordinate with the Operations and Compliance Unit and reviewing invoices prior to Finance team for payment.
• Maintain data on hotels in Cebu and other key provinces for future reference.

· Perform other tasks as may be assigned by the supervisor or management that fall within the scope of normal company business.

MINIMUM REQUIREMENTS

· Good proficiency in computer software applications in particular Microsoft Word, and Excel.

· Able to manage high volume workflow with minimal supervision

· 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 to deliver high quality results on time.

· Knowledge of general office practices and organizational skills, administrative and planning skills.

· Great attention to details and deadline oriented.

· Resourceful in gathering and providing information.

· Good command of verbal and written English.

WORKING CONDITIONS AND TRAVEL REQUIREMENTS

• Based or willing to be based in Cebu City

EDUCATION/EXPERIENCE: **

· Bachelor’s degree in Accounting, Finance, Management, Communications, or related fields

· Minimum of 3 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.

· Knowledge of USAID systems is desirable

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.