Executive Assistant usaid barmmhealth project, cotabato city, philippinesUniversity Research Co.

Hours: 40 hours a week
Salary: Commensurate with required experience and qualifications
Reports to: Chief of Party
Grade: Philippines - Grade F
Location: Cotabato City, Philippines
University Research Co., LLC (URC)
Guided by a strong vision of equitable and resilient systems that respond to people's needs and emerging threats, URC helps countries and local actors to build, implement, and sustain science-driven, scalable solutions. Established in 1965, URC offers a range of technical expertise to empower governments, communities, and service providers toward strengthening their own health and social systems and improve service quality. We aim to expand access to and improve the quality of services, addressing maternal, newborn, child, and adolescent health; global health security and infectious diseases, including HIV/AIDS, TB, and malaria; reproductive health and family planning; nutrition and water, sanitation, and hygiene. In our interactions with each other and our clients, we stay true to our values for transformative change by focusing on:
Creativity: by unleashing our creativity, we enhance engagement and interaction to improve problem-solving.
Collaboration: not only our work towards the same vision and mission instill staff with a strong sense of purpose, but also enables us to complement each other's skills and allocate work to maximize everyone's strengths.
Accountability: we hold ourselves responsible for accomplishing goals, completing assignments, and making decisions.
Diversity, equity, and inclusion: we embrace the importance of a diverse, equitable, and inclusive environment, where our leadership and staff model behavior that enriches our organization, demonstrates respect for all people, and supports opportunities for all staff.
Transparency: we understand that when employees deeply trust one another and their leaders, they will be more engaged in their roles because they will not be worried about unfair treatment.
Overview:
URC is searching for an experienced Executive Assistant for the USAID BARMMHealth project in Philippines. BARMMHealth is a five-year project to bolster the capacity of the Ministry of Health- Bangsamoro Autonomous Region in Muslim Mindanao (MOH-BARMM) in facilitating local health solutions in family planning, adolescent and youth reproductive health, and maternal and child health, towards self-reliance and sustainability.
The project works on three objectives: Improve social norms and strengthened healthy behaviors among underserved adolescents, youth, women and men, fortify quality of family planning and maternal and child health service, and bolster key public health policies and systems needed to support behaviors and services for maternal and child health.
Responsibilities:
The Executive Assistant will work closely with the Chief of Party to support him in his administrative and clerical needs. They will be responsible for organizing the Chief of Party's schedule, facilitating his compliance for administrative documents, and helping him prioritize email correspondence. The Executive Assistant will be responsible for managing, arranging and coordinating executive level training/workshop/events of the project. S/he will coordinate with the F&A team to ensure that all needed materials and bookings for the training/workshop/events are in place and will act as a liaison officer during executive level training/workshop/events in the field. This is a post that requires trust and confidence as he/she will also be handling confidential materials.
Specific responsibilities include the following:
Maintains the project calendar, manages schedules and meetings, and makes travel arrangements
Assists the Chief of Party with material preparation for meetings
Maintains meeting records and disseminates minutes.
Assists the Chief of Party with his communications, including opening, reviewing and prioritizing his mail, making and returning telephone calls on his behalf, and drafting correspondence to organizational partners and other stakeholders with his instructions and approval.
Updates the project directory and sending letters of invitation to various stakeholders
Reviews lists of participants in compliance with Leahy law guidelines, pre-screens participants based on the completed registration forms and flags those that may need Leahy Vetting, completes the INVEST Leahy vetting form, if needed, for submission to donor after review of authorized URC official
Coordinates travel arrangements for internal and external meetings
Coordinates with Technical team to set up internal meeting & workshop venue and meals
Manages meeting links and set-up of logistical requirements for all meetings
Documents incident reports
Monitors URC- and USAID-required trainings for all project staff
Assist with other project administrative tasks as required
Knowledge, Skills and Abilities
Excellent communication skills, work ethic, ability to work under pressure, ability to work with people of different cultural backgrounds, and ability to develop and maintain relationships with internal and external colleagues, including geographically dispersed teams. Demonstrated organizational and time-management skills. Meticulous attention to detail, discretion and confidentiality.
Qualifications:
Required Experience and Qualifications
degree and at least 1 year work experience as executive assistant
Strong experience in online meeting platforms
Proficiency in Microsoft Office Suite
Knowledge of Leahy vetting preferred
Excellent oral and written communication skills
This job is open to candidates legally authorized to work in the Philippines.
Only shortlisted candidates will be contacted.
URC is proud to be an Equal Employment Opportunity employer.
We value and seek diversity in our workforce
University Research Co.

Cotabato City, Maguindanao
Permanent
Full-time