This is a full-time permanent position based in Manila Office. Candidates who have the legal right to work and live in the Philippines are encouraged to apply.
About the Role
The Assistant to Country Director is expected to assist the Country Director (CD) in program operations by providing administrative, finance, and logistical support to the CD and the GPPH program team as a whole, and by monitoring country program deliverables and budgets. The role includes improving and implementing management systems and procedures primarily in the areas of programme planning, monitoring, evaluation and learning, financial oversight of the country programme budget and expenditures, and ensuring the provision of logistical and administrative support to programmes and projects in the country. In certain cases, the incumbent may be asked to provide other modes of support that are more campaign focused, such as providing input to strategies and plans, and helping produce outputs. This is a full-time position based in Quezon City, Philippines.
Duties and Responsibilities:
- Understand administrative, finance and logistical needs of the different campaign and programme teams, as well as of the CD and Country Coordination Team, and ensure consistency, accuracy and timeliness
- Provide necessary administrative, finance and logistical support to assist the CD and country programme team in day to day project needs and implementation
- Regularly monitor and keep track of programme and project expenditures in coordination with budget holders, finance staff and the Regional Program Operations Coordinator
- Depending on circumstances, provide other modes of support that are more campaign focused, such as providing input to strategies and plans, and helping produce outputs
- Help monitor country programme and country 3YSP deliverables, and help in the preparation and submission of reports
- Provide administrative assistance to the Country Coordination Team
- Participate in the GPSEA Program Support Team
- Participate in programme discussions and planning regarding strategic issues within GPSEA
- Help coordinate and facilitate information flow within GPSEA regarding programme developments and operations
- Coordinate between CD and program and project teams, and other departments and external suppliers
- Help organize and oversee the work of PH Programme interns, project volunteers and other short-term contractors when required
- Assist in the coordination with organizational partners and allies, government agencies, and other external parties, and act as a liaison when assigned
- Ensure logistical support, reports, and program and budget monitoring are delivered in a timely manner to support the smooth functioning of the program department
- Ensure quality and reliability through the consistent provision of support aligned with the policies and principles of the organization
Skills and Experience Requirements:
- Bachelor’s degree
- At least 3 years of relevant experience in providing organizational support
Functional Skills:
- Excellent communications skills in English and Filipino (both written and oral)
- Strong documentation, writing and presentation skills.
- Proven ability to prepare meeting minutes and reports
- Demonstrated ability in planning and organizing meetings
- Excellent computer skills including mastery of program on database management and budget preparation
- Ability to carry out budget forecasting and prepare annual budgets for the program team
- Networking skills and ability to communicate with a wide range of sectors and organizations
- Proven record of keeping confidential information
- Adapt at working with people of different cultures
- Ability to work effectively in a team but also to work independently and unsupervised.
Organizational Skills:
- Professionalism: Knowledge and/or experience in managing conduct and emotions in a way that represents the values and realizes the objectives of the organization
- Quality: Knowledge and/or experience in meeting and surpassing requirements by setting high standards for the condition of outputs
- Teamwork & Communication: Knowledge and/or experience in working with others and presenting information, ideas, and positions in a clear manner that can easily be understood across diverse and multicultural audiences
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