About the Opportunity
IW seeks a candidate who will fill a temporary role while the current job holder is on a 3-month maternity leave. The short-term Administrative Officer is the focal person responsible for office upkeep, travel & events administration, procurement of office supplies and services, coordination with vendors and building administrator, attending to immigration requirements, and providing support to related work.
Key responsibilities include:
Office administration:
- Oversee the general upkeep of offices ensuring functionality of office equipment and adequacy of office supplies, in coordination with other HROS team members, outsourced personnel, and building administration as relevant.
- Ensure that posted information on bulletin boards—including, but not limited to, emergency contact lists and safety guidelines—are updated.
- Support the procurement of goods and services for office and program use; negotiate with and manage relationship with vendors and provide input into office operations and events contracts, ensuring best value for money and that all relevant agreements and services are in place.
- Organize all-staff meetings/activities and provide support to onboarding of staff.
- Closely coordinate with in-country team leads and/or program administrators at IW country offices to ensure alignment of practices with office and travel & events implementation standards and guidelines.
Travel and events administration:
- Facilitate provision of logistical and related support to IW workshops, meetings and closely monitor the schedule of events
- Conduct negotiations of hotel contracts (accommodation and meeting packages), arrange food and beverages, order supplies and audiovisual equipment, order events signs, and ensure appropriate decorations (floral, linens, color schemes, others) to meet the expectation of the project in every event;
- Support the Program components before, during, and post-events/activities, ensuring that specific requirements are met, and preparing an end-of-activity report that will serve a lessons-learnt tool for planning future activities.
- Be proactive in closely coordinating with program leads to acquire information on events plans; and develop and maintain a work plan for advanced preparations.
- Book or oversee the bookings by appointed travel company, ensuring that air, lodgings, vehicle hire, transfers requirements are timely organized.
- Be resourceful in acquiring safety and security (S&S) information applicable to IW staff’s places of travel, coordinating with relevant organisations (e.g., UNDSS) as useful and providing relevant S&S guidelines to and checking in with IW travellers.
- Attend to immigration-related work, including (but not limited to) procurement of exit clearances.
Other responsibilities:
- Organize periodic meetings of the HROS team and document outcomes.
- Maintain an effective and secure filing system, ensuring completeness of files and an efficient storage and access to required information.
- Back-stop other HROS staff in case of absence; perform other duties that may be assigned by the line manager from time to time.
Deliverables:
- Effective office upkeep and adequately stocked up office supplies
- Seamless travel and event administration, in coordination with event owners
- Efficient handling of requests
Employment details:
- Duration: Three and a half (3.5) months; up to a maximum of 82 days during the term.
- Engagement period: 12 February 2024 to 11 June 2024
- Work arrangements: 5 days a week (excluding public holidays); optional 2-day work from home
- Remuneration: PHP 3,200 per day inclusive of all applicable government taxes; no entitlement to benefits
