Administration and Procurement Manager

Job Title: Administration & Procurement Manager

Field/Region: Philippines

Location: Manila

Reports To: Executive Director

Values, Vision, and Purpose At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat.” This includes our Values, Vision, and Purpose, which serve as the explanation of who we are and how we work as an organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty.

Safeguarding Policy FH Philippines (FHP) strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FHP holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FHP expects employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FHP work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. It is understood by the undersigned that violations of stated policies will be subject to corrective action up to and including termination of employment.

Position Purpose The Administration & Procurement Manager is to provide leadership and supervision to FH Philippines (FHP)administration and procurement team. This position oversees administrative responsibilities for all FH office operations, in areas of facilities, fleet, procurement, government compliance, and safety & security management.

Responsibilities *Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Key Result #1: Country office management and administration (30%)

● Ensure the registration of FH in the Philippines continues and supports the operations in the fields;

● Ensure FHP meet all government requirements (i.e. local audits, tax laws, employment laws, registration requirements, etc.), in coordination with relevant government officials, regulatory bodies, and other FHP Units;

● Manage all lease agreements, permits, renewals, and inspections for FH offices in the Philippines

● Ensure that the layout, facilities are set up to foster a productive, effective working office environment;

● Ensure all FHP offices maintain utmost standards in safety and security requirements to protect FHP employees and properties;

● File, organize, and securely store all FHP office documents for compliance.

● Ensures appropriate duty of care provisions are in place for all staff and visitors, with particular attention paid to security concerns;

● Keep abreast of environmental, economic, social, political, and religious conditions in the field, and report on such conditions as needed to the Executive Director;

Key Result #2: Procurement management (30%)

● Oversee all procurement activities, including contract preparation, negotiation, and awarding, to ensure FH procurement policies and procedures are met;

● Develop systems and processes for procurement, supply chain, and logistics to ensure smooth delivery of program services at the national and field level;

● Develop annual procurement plans, making sure it is reviewed/revised on a monthly/quarterly manner, working closely with programs and finance team for budget requirements;

● Work closely with Programs Director to prepare logistics and procurement plans, tracking sheets, and budget requirements for program activities;

● Prepare logistics and procurement plans, tracking sheets, and budget requirements for office activities;

● In close collaboration with finance teams, develop and maintain an inventory database (assets and stocks), manage vendor agreements, and prepare analytical reports as needed.

● Regularly Review/update the procurement manual and processes to ensure they are aligned with FH policies and standards.

● Supervise and ensure effective gift-in-kind (GIK)management.

Key Result #3: Fleet management (15%)

● Manage the vehicle movement and drivers schedules to meet the needs of the program and office operations;

● Ensure the proper utilization, maintenance, and follow up of the FH fleet as well as control and management of the cost of the fleet (fuel, maintenance, and repairs);

● Ensure that a regular maintenance plan is set up for all vehicles;

● Manage safe and affordable staff transportation (ground and air) and manage all related contracts and external associated relationships;

● Ensure that all FH vehicles have valid insurance coverage, and where required insurance claims are made in good time to cover any damage and/or loss incurred;

● Ensure the proper and appropriate documentation of vehicles, such as repairs and servicing, insurances, logbooks, etc.

Key Result #4: Team Management (20 % of the time)

● Provide support and guidance to the Unit to troubleshoot process bottlenecks;

● Encourage a positive work environment;

● Ensure the Unit works collaboratively with other Units;

● Provide coaching and mentoring to staff to develop skills and competencies;

● Work with the Talent Development Specialist to provide timely feedback and appropriate support to staff during performance settings and reviews.

Key Result #5: Personal Development and Learning (5 %)

● Pursue ongoing training, professional and personal development in the form of seminars, conferences, and online learning opportunities.

● Actively participating in any learning activities, i.e. participating in Community of Practice (CoP), facilitated by GSC and other relevant organizations, bring ideas/knowledge to share and take away new learning to share with the team.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

● A commitment to serving the poor and in full agreement with FH’s foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose;

● Excellent people skills including warmth and sensitivity, conversational, able to relate to and effectively communicate with people from different cultures (at various levels within the organization);

● High integrity and a strong sense of professional ethics;

● Able to self-manage a diverse and dynamic set of responsibilities, proactively solve problems, and/or suggest viable solutions while advancing goals and objectives;

● Demonstrated computer operating skills, including proficiency in Microsoft Office products, Google platform, and virtual technologies such as Skype and/or GoToMeeting;

● Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes;

● Strong people management skills / interpersonal skills with the ability to motivate, teach, and mentor staff and volunteers;

● Comfortable and persuasive when speaking before both large and small groups;

● Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.

● Medical fitness to live and travel in rural and urban areas with extreme conditions and limited medical support;

● Ability to travel up to 10 % of the time per year to Area Programs and expansion communities;

Education: Bachelor’s degree (B.A.) in business administration, accountancy, law, or any other relevant degree from an accredited four-year college or university. A masters’ Degree in the above degrees is an advantage.

Experience: At least 10 years of experience in administration or an equivalent combination of education and experience; Strong background in administration functions and familiarity with government requirements in the Philippines. Solid work experience in general procurement and fleet management; Experience with procurement in emergencies and work background in INGOs, a plus. Proven experience in managing teams and monitoring transactions remotely.

Supervisory Responsibilities: Directly supervises staff. Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning directing work; appraising performance; rewarding and disciplining employees; addressing complaints, resolving problems, etc. Language: Proficiency in spoken and written English and Tagalog being a benefit. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.