Assistant II Administrative

Childfund Work Location Cotabato City, Philippines

Childfund Division Global Impact

ChildFund Department Country Management

Job Details

Position title: Assistant, Administrative Location: Cotabato City, BARMM

ChildFund office: ChildFund Philippines Foundation, Inc Manager/Supervisor title: HR & Admin Officer

Position type: Full-time fixed term Work environment: On-site

This is a full-time, grant-funded position for 12 months. Hiring of this position is subject to the award of the grant.

About ChildFund

ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are.

ChildFund’s Values

We aspire for every person in our organization—program participants, supporters, staff, and volunteers alike—to feel free, safe, and confident to be themselves. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.

ChildFund’s Commitment

ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including a criminal records check and/or disclosure to ensure program participants are safeguarded.

About This Role

The Administrative Assistant function covers responsibilities including office maintenance and upkeep, management of physical assets, procurement, and coordination of events and activities. The role requires close coordination with the Country Partner to implement and strengthen established policies, guidelines, and operational processes and systems. The post holder is also responsible for managing relationships with vendors and service providers to ensure the efficient and effective delivery of services.

Required Experience And Education

Education

• Bachelor’s degree or any related courses relevant to the job preferred.
• Computer proficiency – Knowledge in Microsoft Office, familiarity with database management
  
  

Experience

• At least 2-4 years of relevant experience in office administration and coordination.
• Demonstrated prior experience in an administrative support role.
• Outstanding written and oral communication skills in English.
• Ability to prioritize multiple tasks at the same time, work effectively under pressure and meet deadlines.
• Meticulous attention to detail to ensure accuracy in all tasks.
• Strong interpersonal skills to work effectively with colleagues and clients.
• Taking initiative to complete tasks without needing explicit instructions.
• Ability to maintain a positive and cooperative working relationship with willingness to assist colleagues and work collaboratively.
  
  

Primary Responsibilities

Administrative Assistant

• Processes purchase requisitions for supplies and equipment following the policies and procedures and in accordance with approved order specifications.
• Ensure proper documentation of issuance, delivery, and receipt of purchased supplies and materials to the requisitioning staff or project participants, as applicable.
• Provide administrative support in the conduct of meetings, events, and activities to include contract management, communication coordination, travel arrangements, equipment requirements and coordination, and expense administration.
  
  

Finance, Audit Compliance, records management, and other tasks which may be assigned by the supervisor

• Coordinate with the external auditor for financial audit and preparation of required documents.
• Support the County Partner in the continuity of its operation including but not limited to validation of inventory records, messengerial tasks and effective coordination with members of the Country Partner.
  
  

Required Competencies

ChildFund’s Core Competencies

• Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
• Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
• Results orientation: gets things done; takes proactive steps to achieve organizational goals and quality standards.
• Decision making: uses good judgement, critical thinking, and non-traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
• Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
• Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.
  
  

Other Required Competencies

• Proficiency in Microsoft office
• Basic understanding of admin policies, procedures, and requirements
  
  

Deliverables

Ensure that the agreed scope of work will be complied with in accordance with the existing policies and procedures, and standards. An accomplishment report be submitted at the end of every month for the entire duration of the contract.

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