Position: Administrative Officer
Official Work Station: Quezon City
Deadline of Application: September 23, 2024
About the Project
The United States Agency for International Development (USAID) awarded the Investing in Sustainability and Partnerships for Inclusive Growth and Regenerative Ecosystems “INSPIRE” Project to the Gerry Roxas Foundation on September 14, 2021. INSPIRE is a five-year project that aims to contribute to NRSG’s goal of advancing natural resource resilience, security, and governance through the increased participation and critical engagement of CSOs, media, Indigenous Peoples (IPs), local communities, and the private sector.
About the Post
The Administrative Officer will provide administrative support to the INSPIRE Project, implement asset management policies, and ensure compliance with the GRF’s policies and USAID rules and regulations.
Duties and Responsibilities
Specifically, the Administrative Officer shall perform the following functions:
- Prepare Purchase Requisitions (PR) and maintain a PR tracker for the procurement of goods and services;
- Process and monitor request for payments for purchase of goods and services, communication, utility, and other administrative expenses; ensure completeness of supporting documents;
- Act as the revolving fund custodian and prepare replenishment report;
- Record commodities procured for the project in the Commodity Tracking Inventory Report (CTIR);
- Conduct periodic inventory of procured commodities and project end-use check;
- Responsible for the distribution of procured project commodities to staff and grantees and ensure that receipt of these items is properly documented;
- Prepare and submit an asset disposition plan at the close of the project;
- Supervise the driver, maintain driver’s schedule, and ensure that complete instructions are provided prior to the scheduled travel or meetings;
- Prepare the Authority to Use Vehicle and transportation arrangements for the use of the project vehicle, vehicle rentals, and boat trips;
- Ensure that the project vehicle is well maintained through regular servicing;
- Provide administrative services and logistics assistance to the INSPIRE Team when needed;
- Process clearance and turnover of equipment and supplies of exiting employees;
- Perform other tasks as may be required by the Administrative Manager and the INSPIRE Team.
Qualifications
- Minimum of three (3) years of relevant experience as administrative staff, preferably within USAID-funded projects;
- Bachelor’s or College Degree in Business or a related field;
- Strong communication and interpersonal skills;
- Ability to perform well under pressure;
- Flexible and capable of managing multiple tasks simultaneously;
- Strong sense of responsibility with a commitment to thoroughness;
- Excellent organizational skills and ability to maintain confidentiality; and
- Unquestionable integrity, with no history of fund mismanagement.
Submission Instructions
Interested applicants should send their Curriculum Vitae and a cover letter highlighting relevant experiences. Include a list of three references with contact information and email address. Only short-listed applicants will be contacted by GRF.
Send applications via email to: [email protected]
The deadline for applications is at 5:00 PM, September 23, 2024.
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