Administrative Assistant

Job Title: Administrative Assistant

Field/Region: Philippines/ Asia

Location: Country Office – Manila

(PHILIPPINES NATIONAL ONLY)

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 Administrative Assistant (AA) assists in the efficient office management of the Country Office. S/he provides support in general administrative functions and non-program related procurement tasks. The AA is responsible for supply replenishment and oversee the sending and receiving of correspondences.

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: Administrative Functions

1. Monitor and ensure CO facilities are clean and functional;

2. Sort, forward to recipient, and keep a file of all letters received by the CO;

3. Provide administrative support to the A&PM in the annual renewal of licenses and permits, which includes but are not limited to document preparation, filing, and payments of invoices, bills, renewal fees, etc.;

4. Carry out administrative duties such as filing, copying, scanning, binding, etc. and implement proper records management for all administrative documents;

5. Handle all official phone calls and package/letter deliveries to the CO;

6. Maintain a tracker and prepare all payment requests for utilities, leases and other recurrent billings;

7. Manages day to day vehicle arrangement, ensures proper approvals and adherence to travel /vehicle policies

8. Assist in performing any other tasks assigned by line manager that are necessary within FHP’s scope of operations.

Key Result #2: Office Procurement Support

1. Request and control all the administrative supplies of the CO (from purchase request, receipt, recording, distribution, and to inventory management);
2. Prepare service request for any items/services needing repair, replacement or initial installation; follow up with Procurement and ensure issues are logged and addressed on a timely manner;
3. Prepare and request refreshments for CO employees and visitors

Key Result #3 Human Resource, Administrative, and Finance Requirement

1. Prepare timely request and liquidation of cash advances in accordance with FH Policy;

2. Ensure proper storage and careful use of all project supplies and equipment; File all leave accurately through Orange HRM

3. Report to line manager any untoward incident and overall well being in times of emergencies/crisis situations.

4. Supports and attends to all organizational functions and event

Key Result #4 Personal Development and Learning

1. Pursue ongoing training, professional and personal development in the form of seminars,

conferences, and online learning opportunities.

1. Study, develop, use, and practice English, both verbal and written, and;

2. Manage and maintain all FH policies and procedures and live out the organization’s values.

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;

• Ability to travel up as requested to Area Programs and expansion communities.

Education: Bachelor’s Degree in Business Management, Social Sciences, any relevant courses and/ or equivalent combination of education and experience. Minimum of 2 years related experience, an advantage.

Experience: Prior experience in office administration (office organization, administrative form-filling, report writing, etc.)

Supervisory Responsibilities: This position does not have direct supervisory responsibilities.

Language: Proficiency in spoken and written English and Tagalog.

Job Types: Full-time, Permanent