office Administrative managerThe Asia Foundation
Workplace: MetroManila, Manila
Salary: Agreement
Work form: Full time
Posting Date: 10/11/2025
Deadline: 28/10/2022
THE ASIA FOUNDATION PURPOSE: Committed to the development of a peaceful, prosperous, just and open Asia Pacific region.
JOB PURPOSE: This position will be primarily responsible for ensuring efficient and effective delivery of services in the areas of office administration, procurement and information management. Other duties include statutory office registrations and insurance, asset management, land transport management, importation and exportation, office maintenance, programme support and other tasks as they arise. Supervises the Procurement Officer, Administrative Officer and the Receptionist and Administrative Assistant
KEY RESPONSIBILITIES:
MANAGEMENT
Manage and direct the operations of the Administrative Unit
Responsible for setting budgets and monitor spending/expenses of the Unit
Manage performances of direct reports
Contracts and lease management to ensure legal compliance
OFFICE ADMINISTRATION AND LOGISTICS MANAGEMENT
Develops administrative systems and improve policies/procedures of the organization
Lead in providing overall management of the Greenfield Tower office of The Asia Foundation in the areas of maintenance and continuous improvements
Ensure that the office meets occupational wellness and green standards working closely with the Safety and Security Officer
Provide guidance and serves as coordinating resource for office and administrative management for field offices such as Cotabato, Davao and Zamboanga.
Responsible for office moves, warehousing, shipping, and other logistical efforts
Take the lead in providing technical assistance and oversight in providing support for travel, accommodations and events requirements across the organisation.
ASSET MANAGEMENT
Foundation asset custodian, overseeing asset registry, inventory, and ensuring up to date tracking and appraisal of assets
Lead in managing the disposal of Foundation assets and equipment as related to project closeout and other
LAND TRANSPORT MANAGEMENT
Ensure secure, efficient and reliable services for land transport needs of the office, including the following:
Ensure the safe use and implementation of safety regulations and policies in the use of TAF vehicle
Take the lead in providing oversight and management for the maintenance of TAF's vehicle including ensuring seamless coordination with Service Center for repairs
Take the lead in providing oversight and management for timely compliance on vehicle registration, insurance, logbook and all necessary records are up to date
Where necessary, be responsible for hiring cars and/or contracting drivers for project visits within and outside of NCR and for transport needs of official TAF staff/visitors. Responsible for scheduling and work assignments of temporary driver
Take the lead in monitoring, reviewing and endorsing the temporary drivers billing and preparation of payment request for payroll purposes
Management of GFT Drivers and has line management with the satellite office Drivers
LEASE CONTRACTS AND STATUTORY REQUIREMENTS MANAGEMENT
Responsible for ensuring updated statutory registrations (i.e. business permit, SEC, BIR etc.) for the office including field offices, as needed
Reviews contracts and agreements to ensure legal compliance
Responsible for lease contracts and management of Foundation office spaces in Mandaluyong, Cotabato, Zamboanga and Davao
Responsible for the general insurance administration of the Foundation
INFORMATION MANAGEMENT
Lead in archive management of strategic and essential files
Lead in management of paper and electronic filing of active documents such as Memorandum of Agreements, Partnership Agreements, strategic programme documents such as annual reports and other institutional and confidential / highly sensitive documents
Works with the IT Manager in ensuring that electronic filing is up to date and fit for purpose
EXTERNAL AND GOVERNMENTAL LIASION
Responsible for the tax-free importation/exportation of Foundation vehicles and other effects including coordination with government agencies such as Department of Foreign Affairs, Bureau of Customs, Department of Finance, etc.
Responsible for coordinating with travel agency and government institutions on work visa and permit for expatriates working in the TAF PH Office
PROCUREMENT
Reviews completeness of procurement request prepared by the Procurement Officer
Ensure that procurement requests prepared by the Procurement Officer conform to the Procurement Policy
Endorse Procurement Request for the final approval of the Project Manager, Deputy Country Representative or Country Representative as the case maybe
FINANCE AND AUDIT
Assists in crafting an annual operating budget for submission to Finance
Focal person for Internal Audit on matters related to procurement, administrative and logistics matters
REQUIREMENTS:
Experience:
At least 5 years work experience in office operations and management, administration and/or logistics, preferably in an office manager capacity
Education:
Graduate of a Bachelor's degree program; Master's degree an advantage.
Other:
Excellent verbal and written communication skills in both English and Filipino
Strong time management and organizational skills
Strong attention to detail and ability to multi-task
Knowledge of MS Office package, Sharepoint, and other programs as related to work planning and organization
Familiarity with procurement processes and procedures
Knowledge of the Philippine NGO community and government agencies preferred
Knowledge of USAID or other international donor agency requirements and regulations preferred
How to apply
Accomplish your The Asia Foundation Application Form ( ), Resume, and other supporting documents to [Protected Info] on or before the indicated deadline. Follow the indicated subject heading for the position.
For updates on project-based and consultancy-based career opportunities at The Asia Foundation, check out our regularly updated Job Bulletin here:
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JOB PURPOSE: This position will be primarily responsible for ensuring efficient and effective delivery of services in the areas of office administration, procurement and information management. Other duties include statutory office registrations and insurance, asset management, land transport management, importation and exportation, office maintenance, programme support and other tasks as they arise. Supervises the Procurement Officer, Administrative Officer and the Receptionist and Administrative Assistant
KEY RESPONSIBILITIES:
MANAGEMENT
Manage and direct the operations of the Administrative Unit
Responsible for setting budgets and monitor spending/expenses of the Unit
Manage performances of direct reports
Contracts and lease management to ensure legal compliance
OFFICE ADMINISTRATION AND LOGISTICS MANAGEMENT
Develops administrative systems and improve policies/procedures of the organization
Lead in providing overall management of the Greenfield Tower office of The Asia Foundation in the areas of maintenance and continuous improvements
Ensure that the office meets occupational wellness and green standards working closely with the Safety and Security Officer
Provide guidance and serves as coordinating resource for office and administrative management for field offices such as Cotabato, Davao and Zamboanga.
Responsible for office moves, warehousing, shipping, and other logistical efforts
Take the lead in providing technical assistance and oversight in providing support for travel, accommodations and events requirements across the organisation.
ASSET MANAGEMENT
Foundation asset custodian, overseeing asset registry, inventory, and ensuring up to date tracking and appraisal of assets
Lead in managing the disposal of Foundation assets and equipment as related to project closeout and other
LAND TRANSPORT MANAGEMENT
Ensure secure, efficient and reliable services for land transport needs of the office, including the following:
Ensure the safe use and implementation of safety regulations and policies in the use of TAF vehicle
Take the lead in providing oversight and management for the maintenance of TAF's vehicle including ensuring seamless coordination with Service Center for repairs
Take the lead in providing oversight and management for timely compliance on vehicle registration, insurance, logbook and all necessary records are up to date
Where necessary, be responsible for hiring cars and/or contracting drivers for project visits within and outside of NCR and for transport needs of official TAF staff/visitors. Responsible for scheduling and work assignments of temporary driver
Take the lead in monitoring, reviewing and endorsing the temporary drivers billing and preparation of payment request for payroll purposes
Management of GFT Drivers and has line management with the satellite office Drivers
LEASE CONTRACTS AND STATUTORY REQUIREMENTS MANAGEMENT
Responsible for ensuring updated statutory registrations (i.e. business permit, SEC, BIR etc.) for the office including field offices, as needed
Reviews contracts and agreements to ensure legal compliance
Responsible for lease contracts and management of Foundation office spaces in Mandaluyong, Cotabato, Zamboanga and Davao
Responsible for the general insurance administration of the Foundation
INFORMATION MANAGEMENT
Lead in archive management of strategic and essential files
Lead in management of paper and electronic filing of active documents such as Memorandum of Agreements, Partnership Agreements, strategic programme documents such as annual reports and other institutional and confidential / highly sensitive documents
Works with the IT Manager in ensuring that electronic filing is up to date and fit for purpose
EXTERNAL AND GOVERNMENTAL LIASION
Responsible for the tax-free importation/exportation of Foundation vehicles and other effects including coordination with government agencies such as Department of Foreign Affairs, Bureau of Customs, Department of Finance, etc.
Responsible for coordinating with travel agency and government institutions on work visa and permit for expatriates working in the TAF PH Office
PROCUREMENT
Reviews completeness of procurement request prepared by the Procurement Officer
Ensure that procurement requests prepared by the Procurement Officer conform to the Procurement Policy
Endorse Procurement Request for the final approval of the Project Manager, Deputy Country Representative or Country Representative as the case maybe
FINANCE AND AUDIT
Assists in crafting an annual operating budget for submission to Finance
Focal person for Internal Audit on matters related to procurement, administrative and logistics matters
REQUIREMENTS:
Experience:
At least 5 years work experience in office operations and management, administration and/or logistics, preferably in an office manager capacity
Education:
Graduate of a Bachelor's degree program; Master's degree an advantage.
Other:
Excellent verbal and written communication skills in both English and Filipino
Strong time management and organizational skills
Strong attention to detail and ability to multi-task
Knowledge of MS Office package, Sharepoint, and other programs as related to work planning and organization
Familiarity with procurement processes and procedures
Knowledge of the Philippine NGO community and government agencies preferred
Knowledge of USAID or other international donor agency requirements and regulations preferred
How to apply
Accomplish your The Asia Foundation Application Form ( ), Resume, and other supporting documents to [Protected Info] on or before the indicated deadline. Follow the indicated subject heading for the position.
For updates on project-based and consultancy-based career opportunities at The Asia Foundation, check out our regularly updated Job Bulletin here:
Job details Country
Source
Type
Career category
Years of experience
Share
Related Content
Format Infographic Source
Posted 27 Sep 2022 Originally published 27 Sep 2022
Format Situation Report Source
Posted 27 Sep 2022 Originally published 27 Sep 2022
Format Situation Report Source
Posted 27 Sep 2022 Originally published 27 Sep 2022
Format Situation Report Source
Posted 27 Sep 2022 Originally published 27 Sep 2022
Subscribe
Get updates via Email
Do not fill in this field
Footer
Service provided by UNOCHA OCHA coordinates the global emergency response to save lives and protect people in humanitarian crises. We advocate for effective and principled humanitarian action by all, for all.
ReliefWeb
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Mandaluyong City, Metro Manila
Permanent
Full-time
Permanent
Full-time
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The Asia Foundation
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