Administrative AssistantInternational Development Group

USAID Energy Secure Philippines
Summary Scope of Work: This position is primarily responsible for supporting administrative requirements related to travel of field staff, office administration, logistics requirements for trainings, and other project activities, ensuring their timely and quality implementation and compliance to all field operational policies and procedures.
KEY RESPONSIBILITIES
Handle logistical arrangements for meetings and workshops i.e., preparation of training materials, request for workshop supplies, arrangement of travel and lodging accommodation of participants, request for cash advance, as applicable and necessary;
Prepare documentation reports and minutes of discussions for all meetings attended by the team.
Manage the team calendar by scheduling meetings and sending meeting invites to attendees.
Perform daily procurement actions for the implementation of field program activities such as procurement of workshop materials, lodging accommodation for participants and rental transport requirements, in accordance with F&A and USAID's procurement procedures and policies;
Coordinate travel and activity requirements with courier, accredited travel agencies, car rental companies, hotels and other suppliers, and request for travel advance, in accordance with RTI's Finance and Administration (F&A) policies and procedures;
Ensure complete documentation for timely reporting of field procurement activities;
Provide information on status of contracts with vendors and suppliers, including status of payments or disbursements;
Monitor vendors and suppliers to ensure meeting contract's terms and service level agreements;
Ensure regular update of Finance & Administration Team's database of contract documentation, terms of references and list of suppliers of goods and services;
Assure proper e-filing of all field procurement-related documentation;
Coordinate the timely processing and payment of all staff travel claims, vendor and supplier payments and other transactions with Finance;
Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications;
Receive telephone calls and perform reception duties, as needed, in a professional and courteous manner, and;
Perform other tasks as may be assigned.
Qualifications, Abilities and Skills:
Graduate of a Bachelor's degree; fresh graduates are welcome to apply.
Proficiency in standard office computer applications (MS Word, Excel, PowerPoint);
Ability to communicate and liaise verbally and in writing with partners/vendors/suppliers/visitors and staff, and interpret/respond clearly and effectively to verbal or written instructions;
Knowledge of USAID regulations, systems and procedures is preferred;
Results-oriented, team player and has excellent interpersonal skills; and
Has initiative and can work with little supervision.
Has stable internet connection to perform assigned duties in remote working arrangement.