Administrative Officer

We are looking for a like-minded, like-hearted Administrative Officer who is passionate about advancing the Kingdom of God and serving off-grid communities nationwide by bringing renewable solutions for their development.

Role Description

The Admin Officer is in charge of collating, preparing, checking, submitting, communicating and filing key information needed by both regional personnel and HO. Specific tasks include:

• Make sure that regular reports needed by regional teams are prepared and filed (e.g., Key Performance Indicators, Order Confirmation (OC), verified WSS, sales summaries and analysis, solusyonista deliveries, OC weekly summary report, etc.) on time.
• Make sure that regular reports to HO in line with company schedule are prepared and filed (e.g., liquidations, HR reports, etc.) on time.
• Collate impact stories and maintain library of stories, pictures, and videos.
• Disseminate announcements and issued memorandums in a timely manner through various media (bulletin board, Messenger, text, email, Facebook)
• Organize and maintain regional office filing system for company documents both hard and soft copy (in the cloud and in backup drive).
• Ensure completeness of uploaded approved copies of OC, WSS/PO and TDR/DR against the Weekly Summary Report.
• Maintain and regularly update regional office databases particularly, employee directory, business partners directory, customer databases, community partners directory.

Admin Operations and Control

The Admin Officer is directly in charge of the following regional operations:

• Manage regional cash including payroll, petty cash, cash advances and liquidations with proper controls.
• Prepare and submit accurate Order Confirmation (OC) on time ensuring timely billing and collections.
• Ensure submitted OC matches the supporting documents such as but not limited to verified WSS, PO, and TDR/DR.
• Ensure timely preparation and submission of Inventory Adjust Form (IAF) to Finance and Accounting Department for any inventory reclassification, marketing, warranty replacement and other inventory transactions that require IAF based on submitted documents from LogTech.
• Reconcile OC against TDR/DR with LogTech on the prescribed weekly inventory reconciliation timelines.
• Reconcile IAF with LogTech supporting documents on the prescribed weekly inventory reconciliation timeline.
• Ensure that the office is properly functioning (including internet, computers and printers, toilets, etc.) and sufficiently provisioned while keeping expenses within the budget.
• Ascertain that region is compliant with all regulatory requirements (e.g., business permit, fire safety, etc.).
• Administer all regional HR processes, including local hiring, performance evaluations, leave calculations, HMO coordination, notices of action (regularization, promotions, etc.).
• Ensure that the regional office and hub(s) are properly identified with visible signage outside the premises, well maintained, safe, secure, and sustainable. This includes setting clear guidelines for staff and visitors and giving assignments for maintenance.
• Tag and track all company assets.

Support for Business Operations and Regional Team

The Admin Officer provides ongoing support to the Regional Director and the regional personnel. Regular activities include:

• Track movements of regional personnel and ensure that everyone is safe and properly cared for
• Identify personnel needs (e.g., uniforms, IDs, safety gear, accident and HMO insurance, etc) and ensure that these are provided in a timely manner.
• Update, produce, and ensure adequate stocks of marketing collaterals.
• Set and maintain regional rhythm by coordinating schedules and activities in line with company, region, and hub calendars.
• Help organize regional/hub business related events (e.g., marketing booths, solar user forums, partner anniversaries, etc).
• Arrange travel requirements outside of region, including transportations and accommodations.
• Estimate incentives for regional staff as necessary.
• Coordinate kitchen operations and promote healthy menus and eating habits.
• Establish and practice emergency protocols (e.g., medical, fire, calamities, police-related).

Representative of HSSi

As the company representative assigned to the region, the Admin Officer is expected to represent and protect the company's interests at all times. This includes:

• Serve as local HR and employee relations representative.
• Implement and enforce company policies and standards; when necessary, convey information on misdemeanors to HR in HO.
• Maintain region's focus on Company mission, values, and culture by personal example and by coordinating company activities and events such as Impact Day, Values Day, Team Building, performance assessments, etc.
• Act as liaison officer to government institutions, partner managers and admins, community leaders, and other external stakeholders.
• Coordinate corporate social responsibility activities in communities close to our facilities
• Build relationships with outside counselors/ministers to assist staff during times of crisis
• Create region scrapbooks of milestones and events.

We're looking for candidate with the following competencies:

• Graduate of any business course or related field.
• At least 1 year of experience as an Admin or in a similar position.
• Basic knowledge in Human Resources and Accounting.
• Willing to be assigned any where if needed.

WHO WE ARE

Our Company

Founded in 2010, Hybrid Social Solutions, Inc. (HSSi) is an award-winning social enterprise that provides rural, off-grid communities in the Philippines with sustainable access to high-quality, affordable solar technologies aimed at spurring basic socio-economic development. We have developed strong partnerships with technical innovators for high-quality solar products that are suited to our target market and with community partners to implement our programs.

Our Vision

Reduce inequity and poverty by empowering all citizens in remote communities to access development-oriented goods and services that fit their specific needs and help them attain their God-given potential.

Our Mission

Build a gridless solar electricity network composed of Solar Hubs throughout the nation.

These hubs will coordinate and support last-mile value chains with like-minded community partners and other stakeholders to provide customers with innovative and high quality products at affordable and fair payment terms. We ensure sustainable benefits through customer training and after-sales service that go the extra mile.

Our Impact

Hybrid is an impact-driven organization. We are committed to growing wider and deeper in our impact for our clients. Through our best-in-class products, our customers have been touched by benefits in personal development (education and communications), prosperity (additional income and savings), well-being (health, safety, and disaster preparedness), and environment, community, and environmental impact.

In 2023, we have reached 1 Million people in far-flung villages. Using the industry-standard Global Off-Grid Lighting Alliance metrics to measure quantitative impact, Hybrid's impact so far includes:

• 1 Million Filipinos reached or approximately 200,000 households
• 1.2 Billion Pesos in energy savings for these households
• 225 million hours of light and charging generated
• 230,000 tons of greenhouse gases reduced

Join our mission-driven team and embark on a journey to reduce inequity and poverty by empowering remote communities with access to essential resources and opportunities.

Apply now and let's create a brighter, more sustainable future together. You may apply and send your curriculum vitae to:

Job Types: Full-time, Permanent

Benefits:

• Flexible schedule
• Health insurance
• Life insurance

Work Location: In person