Project Admin Assistant

2 weeks ago

Quezon City, National Capital Region, Philippines Good Neighbors International Phils. Branch Inc. Full time ₱23,000 - ₱25,000 per year

The Administrative Assistant will provide essential administrative, financial, and logistical support to ensure the smooth implementation of the DRR Anticipatory Action Project of UNFPA.

This includes managing day-to-day administrative operations, coordinating project deliverables, facilitating field logistics, and maintaining accurate financial documentation in compliance with donor and organizational requirements.

Key Responsibilities

A. Administrative & Financial Support

  • Assists in the Preparation and process Purchase Requests (PRs), Fund Requests (FRs), and Settlement Reports (SRs) with appropriate supporting documents for both Eastern Samar and Caraga

  • Submit all administrative and financial documents both physical and electronic copies accurately and on time.

  • Maintain a well-organized filing system for financial and administrative documents, ensuring readiness for audit and compliance checks.

  • Assist in tracking the project budget and generating periodic financial reports as needed.

B. Project and Coordination Support

  • Attend consultation and meeting with the Partner (UNFPA) for Financial Matters.
  • Reports directly to DRR Officer

C. Fieldwork and Logistics

  • Coordinate with vendors or suppliers and service providers for logistical requirements, including venue bookings, transportation, meals, and materials for field-based activities.
  • Manage the preparation of pre- and post-activity documents such as attendance acknowledgement letters, receipts and liquidation report
  • Provide on-site support during field missions and community events, ensuring smooth flow of logistics and documentation.
  • Assist in logistical preparations for capacity-building activities

Expected Deliverables

  • All administrative and financial documentation (PRs, FRs, SRs, and liquidations) accurately completed and submitted on time (both physical and electronic copies).
  • Timely updates on budget tracking, financial reporting, and field coordination status.
  • Organized filing system for all financial and administrative documents, ready for reporting or audit reviews.

Qualifications

  • Bachelor's degree in Business Administration, Finance, Accounting, or a related field.
  • At least 1–2 years of relevant experience in NGOs, INGOs, or community-based development projects.
  • Proficient in Microsoft Office applications (Excel, Word, PowerPoint).
  • Strong organizational, communication, and coordination skills.
  • Ability to communicate effectively in English, Filipino, and local dialect.
  • Experience in working with LGUs, CSOs, and community stakeholders.
  • Highly organized, detail-oriented, and proactive in problem-solving.
  • Willingness to travel to remote areas and island communities in the CARAGA Region or Eastern Samar or outside the region as needed.

Project: Anticipatory Action Project under UNFPA

Duty Station: Head Office (Cubao, Quezon City)

Duration: Sept – December 2025

Reports to: DRR Officer

Salary Range: Php 23,000-25,000

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