This is a 1-year fixed-term position based in Manila office
© Shayne Robinson / Greenpeace
About the Role
The Assistant to the Country Representative provides administrative, logistical and operational support to the Country Representative (CR) and the GPSEA-PH Programme Team. Ensures efficient workflow, programme calendar management, documentation, meeting coordination, and smooth internal communication across units.
Duties and Responsibilities:
- Assess, refine, and maintain executive administrative workflows, digital tracking systems, and document management frameworks to support CR / Programme operations.
- Proactively identify operational bottlenecks and conceptualize streamlined administrative protocols to continuously elevate the quality, efficiency, and alignment of programme operations.
- Manage the CR’s calendar, meeting schedules, official correspondence, expense report, reimbursements and travel/logistical arrangements.
- Provide ad-hoc administrative and backup support to the Programme team across various campaign and project initiatives as required.
- Arrange logistics and coordinate schedules during program events, strategic planning sessions, workshops and campaign activities.
- Coordinate procurement documentation (RFPs, RFQs, VSFs and related approvals) in accordance with GPSEA Procurement Policy. Procurement decisions remain with the designated budget holder and approving authorities
- Prepare / coordinate Programme meeting agenda; document meeting minutes, maintaining systematic monitoring to follow up on action points and ensure timely execution across teams
- Collaborate effectively with GPSEA regional teams and country offices to advance One GPSEA priorities.
- Serve as administrative liaison between the CR, CCT members, country programme staff, and regional administrative support departments.
- Organize and document Country Coordination Team (CCT) meetings, tracking action points and follow-ups.
- Coordinate meeting logistics, protocol invitations, and official communications with external partners, volunteers, government agencies, suppliers, and visitors.
- Ensure prompt scheduling, timely minute-taking, fast-track processing of financial claims, and efficient logistics coordination.
- Maintain high accuracy in official documentation, secure archival filing systems, and strict adherence to internal administrative and financial protocols.
Skills and Experience Requirements:
- Bachelor’s degree in Office Administration, Business Administration, Communications, or related field.
- Minimum 2–3 years of experience in executive assistance or administrative support, preferably within an international NGO setting.
- Exceptional organizational skills, proficiency in executive scheduling and G-Suite, strong minute-taking abilities, and fluency in spoken and written English and Filipino.
Greenpeace’s Commitment to Diversity and Inclusion
Greenpeace values diversity as essential to its mission and success. The organisation fosters an inclusive environment that respects varied cultural experiences and perspectives, promoting solutions rooted in social and environmental justice.
Deadline for applications: 23 August 2026
