ABOUT FHI 360:
FHI 360 is a nonprofit organization that mobilizes research, resources and relationships so that people everywhere can access the opportunities they need to lead full, healthy lives. Our staff of more than 2,000 experts work in over 50 countries around the world.
JOB SUMMARY:
The Meeting Targets and Maintaining Epidemic Control (EpiC) project is a global health initiative funded by the U.S. Department of State, running from 2019 to 2027. In the Philippines, EpiC has two workplans each with its own technical scope and budget, one focused on achieving HIV epidemic control and one focused on strengthening global health security (GHS). The role outlined in this job description supports EpiC’s GHS workplan.
EpiC’s GHS workplan aims to strengthen national, subnational, and local capacities for the prevention, detection, and response to public health emergencies, including pandemic preparedness. Support is delivered across multiple technical areas, including Zoonotic Diseases, Biosafety and Biosecurity, National Laboratory Systems, Surveillance, Public Health Emergency Management, Infection Prevention and Control (IPC), and Evidence-Based Public Health Messaging. All activities and sub-activities under each technical area are aligned with and informed by national priorities and strategies, including the National Action Plan for Health Security (2025–2030), the National Framework of the Philippine Health Laboratory System (PHLS), and the National Laboratory Strategic Plan (NLSP) 2025–2030.
JOB SUMMARY:
The Administrative Officer is responsible for providing general assistance on administrative and operational support to both the Country Office and Technical Teams, ensuring the smooth implementation of project activities. Under the supervision of the Administrative Specialist, the role supports technical project implementation by coordinating logistics, documentation, and administrative requirements related to meetings, workshops, trainings, and other program activities.
DUTIES AND KEY RESPONSIBILITIES:
Facilitate the operational and administrative coordination for the Technical Team
Facilitate the creation and management of procurement requests in the DPA, ensuring all payments, supporting documentation, and reimbursements comply with donor policies and procedures.
Monitor procurement status and collaborate with lead requestors and the procurement team to ensure timely updates and resolution of issues.
Track the locations of traveling staff, providing administrative and operational support as needed.
Prepare activity materials and collaterals, including attendance sheets and logistics support, ensuring everything is organized and ready for use.
Act as the liaison for the three GHS field offices, delivering technical support in coordination with the Field Operations Team
Administrative support for workshops and training
Responds to team requests for administrative support including the preparation, filing, and tracking of activity-related documents including attendance records, agendas, minutes, and reports.
Coordination and liaison responsibilities
Act as the primary point of contact between the Country Office and Technical Teams regarding administrative requirements related to project activities.
Assists in monitoring activity timelines and follows up on necessary administrative actions to support technical deliverables.
Document management
Maintain organized records of administrative and technical support documents, adhering to organizational and donor requirements.
General administrative assistance
Provide general administrative assistance to the Country Office as required, including front desk duties, courier coordination, inventory monitoring, and office operations.
Asset inventory management
Maintain an accurate inventory of office materials and supplies.
Assist in updating the office and asset inventory, including tagging and ensuring that every asset is accounted for.
Support the supervisor in ensuring smooth project administration and operations
Take on other duties as assigned to support team objectives
KNOWLEDGE & SKILLS:
With minimal supervision, able to manage high volume workflow
Service-minded, well organized, strong negotiation and interpersonal skills
Ability to handle multiple tasks and demanding schedules to deliver high quality results on time
Knowledge of general office practices and organizational skills, administrative and planning skills
Good proficiency in computer software applications, in particular Microsoft World, and Excel
Good command of spoken and written English and proficiency in local language
QUALIFICATIONS:
Bachelor’s Degree, with 3-5 years of related work experience
Demonstrated experience with office administrative procedures, standards and equipment
Demonstrated experience with office software applications and computer spreadsheets.
Read, write and speak English; fluent in host country language required.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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