Back Administrative Assistant [for Filipino Nationals only]

Position Purpose
Ensure effective and efficient administration of the IFRC Philippine Country Delegation Typhoon Rai Operation through standard administrative procedures and processes

Office Administration:

• Support admin Officer to ensure enabling working environment and well maintained of the IFRC PMO office premises. Also oversees the maintenance and repair of all facilities including air conditioning system, lighting, electricity, water, plumbing, and fumigation.

Travel and Accommodation Arrangement:

• Facilitate all Travel Request (IFRC & PNSs) in accordance with requirements with the supervision of the admin Officer

• Support Admin Officer in the reservation of all types of travel tickets including flight tickets, accommodation for national and international professionals including PNSs as per the protocol/security measures imposed by the IFRC security team.

  • Develop and maintain a tracking system for the hotel and flight booking and ensure all the payments have been done in accordance with this tracking sheet and make the reconciliation monthly basis with the statement which would be provided by the vendors/service providers

Office Procurement and Inventory:

• Prepare requisitions in order to purchase materials/services when required
• Support Admin officer to ensure all administrative-related procurement as per IFRC procurement manual.
• Prepare the payment request alien with compliance of the policy/procedures with relevant documents (Summery, GRN, Requisition, Travel Order, Email correspondence, Checklist, etc.) for settlement of the payment
• Support Admin Officer to manage office inventory system and organize fixed assets tagging for the office equipment and furniture. - --- Ensure that the office inventory system is verified every six months and as per IFRC inventory policy.
• Maintain enough stock of stationaries, cleaning materials, IT consumable items as per need and issue to the requester by following the policy & procedure.

Event Management:

• Support to Admin Officer to facilitate all types of reservation associating Training, meeting, Orientation, Workshop, seminar including other affordable facilities as per the approved requisition and align with approved budget.
• Support Admin Officer to facilitate all kinds of logistics support related to the event.

General Administration:

• Maintain the tracking system of all incoming and outgoing parcels and couriers.
• Any other tasks assigned by the supervisors/line manager

Qualifications/Minimum Education:
Graduate of College/University Degree in relevant studies related to position/role such as a Degree in Finance, Banking, Accounting or Business Administration.