Administrative AssistantManagement Sciences for Health

MAIN PURPOSE OF JOB
The Administration Assistant reports to the Finance & Administration Manager and will provide necessary support and ensure policy compliance to General Administration of MTaPS project in the Philippines.
S/he will assist in the preparation and logistic needs during meetings, trainings, conferences, and related procurement needs. S/he will be in charge in tracking and managing equipment and supplies, office maintenance and cleanliness, and general administration services. S/he will provide information and logistic support for travel. Provide support on Human Resource such as Job posting, interview, reference checking and staff onboarding.
General Administration (75%)
Ensure smooth functioning of administrative operations and in compliance to policies
Answering telephone calls, responding to queries, and replying to related emails
Maintaining general office files, including vendor files, and other files related to the operations
Assist in preparations for meetings (IDs, certificates, tarps, office supplies, office equipment and gate pass, meeting/event materials, attendance sheets, MTaPS bags etc.)
Physical presence at workshops, trainings, events and custodian of attendance sheets
Assist in filling up procurement forms and monthly procurement trackers
Complete credit line applications with new vendors
Receive commercial goods and services according to PO issued to respective vendors and ensure the product quality
Keep track of office supplies, equipment/furniture and ensure adequate stationery and supplies are available in the stock room
Support managing office equipment and ensure these are well maintained, functional, repaired and or arrange disposal
Assist in the conduct of twice a year physical verification of project assets and report to the management
Supervise to maintain and check all of office building facilities and utilities are running well like Telephone, internet, Electricity, Gas and Water supply etc
Coordinate with janitorial services team to ensure cleanliness of office building and its premises in efficient and effective use of utility services and utilities bills
Ensure to arrange electrical and other repair maintenance of MSH offices
Ensure representation needs are adequate such as tea, sugar, coffee, cup, hot water, spoon etc. are available
Perform errands such as deposit of cash receipts, submit banking forms and documents required by local bank and submit forms required by government agencies (Philhealth, SSS, BIR & SEC)
Travel Management (15%)
Provide logistics support in booking travel and accommodations for local/visiting staff, consultants, government partners, including coordinating required authorizations, visas, travel insurance as appropriate, and ensuring airport transfers
Prepare travel briefs
Arrange pre-departure PCR testing of MSH visitors from home office
Assist in the preparation of vehicle itineraries and serve as backup in coordinating deploying of van transportation needs of employees and monitoring ongoing travel as well as ensuring vendor's submission of driver's licenses of drivers assigned to MSH for the first time.
Human Resource (10%)
Upload job advertisement to local job sites and social media
Arrange recruitment test/interviews
Communicate with candidate for the reference check
Coordinate and support on new staff joining process
Coordinate with respective unit to assign new hire desk, equipment, e-mail, ID card, business card, etc.
REQUIRED MINIMUM EDUCATION
Required:
Bachelor's degree in business administration or other relevant discipline or equivalent experience.
REQUIRED MINIMUM EXPERIENCE
Required:
One to Three (1 - 3) years of experience in areas of administration, procurement, travel / event coordination, logistics, or human resource related matters.
Preferred:
With at least one (1) year experience in administration and operational management of complex US Government funding strongly preferred.
KNOWLEDGE AND SKILLS
Required:
Experience with donor-funded projects preferably from an INGO/NGO.
Good knowledge of USG reporting and compliance requirements.
Ability to communicate or express him/herself clearly and concisely in English, both orally and in writing.
Ability to work collaboratively in a complex, high pressure and diverse work environment with many deadlines both as a member of a team and autonomously.
Excellent computer skills including Microsoft Office Suite applications, including Word, Excel, PowerPoint, Outlook and Internet research.
Excellent writing, organizational and communications skills including organizing, scanning and summarizing information.
Demonstrated prioritization, organization, planning, time-management, and problem-solving skills. Excellent time management and multi-tasking ability.
Keen eye for details
COMPETENCIES
Highly self-motivated with demonstrated ability to be proactive.
Experience working with teams to achieve results as well as ability to work independently, take initiative, and use good judgment.
Demonstrated competence in strategic management, to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
Tact and ability to work effectively with others at all levels, both internally and externally.
Ability to collaborate effectively with colleagues from a broad range of nongovernmental, governmental, and international organizations in client countries.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
Management Sciences for Health

Manila City, Metro Manila
Permanent
Full-time