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Administrative Support Specialist
3 weeks ago
The Center Administration and Human Resources Officer will be responsible for efficiently and accurately handling day-to-day administrative needs and support on human resources for staff onboarding, processing, and support. As the administrative lead, this individual will provide support to projects associated with the Cebu COE, coordinate with contractors, partners, all staff teams, and support the Finance Officer in processing receipts and other related expenses.
This role provides support to the management team for administrative activity and preparation and planning for local and global visitors. This individual will maintain processes for onboarding new personnel, evaluation, staff policies, and workforce engagement and allocation as key support to the Center Director. The Center Administration and Human Resources Officer reports directly to the Cebu COE Center Director and works closely with the Center Operations team.
- Provide administrative support to the team, including tasks such as scheduling meetings, managing calendars, coordinating travel arrangements, preparations for visitors to the COE, and preparing documents or presentations.
- Maintain project files, records, and databases, ensuring accuracy and confidentiality. Organize and archive project documents, meeting minutes, and reports for easy retrieval.
- Assist in drafting, proofreading, and formatting emails, memos, reports, and other project-related documents. Maintain effective communication channels with staff, contractors, and other service providers.
- Maintain resources throughout Center in alignment with the Operations team; being a key resource for potential sourcing and ensuring all administrative components are aligned.
- Assist in coordinating resources, such as personnel, equipment, and supplies. Collaborate with internal departments and external vendors to ensure availability and timely delivery of required resources for the Center office and for all visitors.
- Maintain and lead verification of credentials for new employees in human resources capacity.
- Provide review and assessment of staff trainings, onboarding resources and materials for new personnel, coordinating workforce management, staff engagement, and supporting the Center Director for monitoring and evaluation processes for all COE staff.
- Assist in educating staff on expense policies, procedures, and best practices. Regularly communicate updates or changes in processes to staff.
- Ad hoc administrative tasks to support the Center with its programs, operations, key initiatives, and development.
