admin / Logistics OfficerPhilippines-Afrims Virology Research Unit (PAVRU)

PHILIPPINES-AFRIMS VIROLOGY RESEARCH UNIT (PAVRU)
 
A Medical Research Institution in Cebu City, Philippines, which conducts collaborative studies on infectious diseases and serves as an international resource center for diagnostic testing and training, is in urgent need of: Admin / Logistics Officer
 
Education/ Experience Requirements:
Relevant administrative and logistics BS or BA degree and at least 3 year work experience in relevant field
Major Responsibilities:
 
General Functions: Performs administrative tasks, human resources-related responsibilities, document control, training coordination, clinical research support, and logistics functions. Ensures smooth operation of PAVRU Manila and support various projects and activities.
 
Specific Functions:
 
Administrative
 
Performs and supervises secretarial and administrative duties based on existing guidelines, policies and procedures; performs and supervises overall HR-related tasks; acts as POC for document control and training; provides clinical research support; performs resource management functions for PAVRU Manila.
Performs overall secretarial and general administrative duties.
Prepares written correspondence and reviews all outgoing correspondence/ messages for proper grammar, spelling and format in conformance with organization procedures;
Prepares reports, forms, minutes of meetings, and other documents;
Maintains internal control in the preparation, filing, distribution and security maintenance of documents;
Handles and maintains highly confidential/ classified materials/departmental files;
Acts as info source on AFRIMS policies and procedures to a variety of persons within and outside the office/ laboratory, as needed;
Interprets AFRIMS policies on routine and administrative matters and explains procedures to others;
Serves as liaison between PAVRU Deputy Head and PAVRU Manila personnel, any external local and foreign collaborators, and the department;
May be assigned the responsibility of attending meetings/ functions on behalf of the higher level technical, professional, management staff;
Assists in establishing administrative systems, processes and procedures;
Manages the schedule of the PAVRU Deputy Head including meetings;
Maintains contact information, CVs, and certificates of collaborators, stakeholders, consultants and investigators.
Oversees the general housekeeping, maintenance of cleanliness and upkeep of the office.
Performs and supervises overall HR/ personnel and visitors-related tasks.
Coordinates with the hiring process;
Coordinates travel or TDY related arrangements (hotel accommodation and transport), issues or concerns;
Coordinates Base Access Request (BAR) for foreign travelers who are visiting the Philippine military camps.
Acts as point of contact (POC) for training.
Coordinates with PAVRU Manila staff, and AFRIMS for the initial and continuing training requirements of PAVRU Manila personnel;
Assists in the planning, coordination, and preparation of trainings or seminars;
Maintains filing and updating of central training records of PAVRU Manila personnel.
Provides clinical research support.
Serves as PAVRU Manila's Document Control Officer (DCO);
Assists in the review, control and distribution of Standard Operating Procedures (SOPs) uses and applied locally;
Assists IT team to troubleshoot internet, network or VOIP issues as needed.
Performs resource management
Prepares and consolidates budget requirements of research projects and monitors funding movements;
Monitors office expenditures, vendors accounts, accounts payables, etc.
Facilitates the submission and tracking of purchase requests for approval in AFRIMS and US Embassy;
Coordinates with staff and representatives of other sections on such administrative and operational matters as personnel, accounting, and purchasing, building maintenance/ repair and telephone services.
Logistics
 
Provides logistical support for projects at PAVRU Manila; coordinates the procurement, acquisition, shipment, delivery and distribution of supplies and equipment needed on-site; performs inventory, tracking and coordination of all property and equipment; oversees the maintenance of all equipment, and physical infrastructure at PAVRU Manila.
Performs all aspects of logistical support to PAVRU Manila projects.
Coordinates the procurement requirements, delivery, and distribution with section heads/ supervisors;
Serves as sub-hand receipt holder for PAVRU-Manila;
Assists in the tracking and inventory of property items;
Facilitates equipment maintenance of property items;
Facilitates turn in of unused or defective property items;
Serves as alternate key and lock responsible person and badge custodian.
Coordinates shipment requirements to and from field sites.
Accountable for ensuring the appropriate classification, packaging, marking, labeling, handling and signing of shipment papers related to the safe transport of certain biomedical materials, specimen and supplies to and from the field sites;
Secures necessary shipping requirements from local government agencies.
Serves as General Safety Officer for PAVRU-Manila site.
Accountable in conjunction with supervisors/ section heads for ensuring compliance with AFRIMS command-wide, department and site-specific guidelines and SOPs in terms of general safety;
Acts as liaison between the local fire department and PAVRU and performs tasks of a Fire Marshall and Fire Warden;
Ensures overall maintenance of PAVRU facilities and physical infrastructure to include regular pest control, repair works and maintenance.
Serves as Physical Security Officer
Performs other duties as assigned by the Head or Deputy Head of PAVRU or Department of Virology Chief or his/her designee.
Minimum Qualifications:
College degree with relevant administrative and logistics background
At least 3 years of working experience in administrative field and logistics
Excellent written and oral, communication, and computer skills
Proficient in MS Office (e.g. Word, PowerPoint, Excel) and project management applications
Self-motivated and able to ensure focused and timely execution of projects
Strong desire to work in an interdisciplinary team environment
Strong organizational and communication skills, with close attention to details
Values life-long learning
Has a passion for problem solving, making a difference and outside-the-box thinking
Must contribute to a supportive, positive work environment both within the team and in the greater community
Willingness and flexibility to take on new challenges
Able to meet deadlines and adapt to changing needs due to time, budget, or other constraints
Self-motivated, independent and has a proactive driving force of execution and excellence