The Systems for Improved Access to Pharmaceuticals and Services(SIAPS) is a global USAID funded program managed by Management Sciences for Health (MSH) in the Philippines. The SIAPS Philippines program supports the National Tuberculosis (TB) Control Program (NTP) of the Department of Health (DOH) to strengthen pharmaceutical and laboratory management and services for TB. Under the SIAPS Program’s 2013-2014 work plan, SIAPS activities will provide NTP technical assistance in the following key areas: 1) Improve and build capacity for pharmaceutical and laboratory supply management; 2) Improve capacity for supply chain management of pharmacy and laboratory medicines and supplies; 3) Increase capacity and use of data for transparent and evidence-based decision making; and 4) Improve and strengthen pharmaceutical services for improved outcomes in TB case management. The Administrative Assistant provides administrative management support to the Country Program Director and technical staff, accounting, and administrative teams, for the successful implementation of the Program. The Administrative Assistant will particularly provide support to the Office Manager in planning, organizing, maintaining, and coordinating office operations and procedures and technical assistance activities to ensure organizational effectiveness and efficiency.
- Assist the Office Manager in the search of local vendors, contractors, and consultants for goods and services in accordance with Philippine, MSH, and USAID laws, rules, and regulations on the selection and procurement of goods (supplies, equipment, furniture, etc.) and services, including conducting clearance verifications and performance checks.
- Serve as the primary office contact for vendors: sending RFQs, liaising with vendors, and ensuring that the SIAPS VAT exemption is applied to all procurement of goods and services.
- Assist in ensuring adequate supply of office and stationery supplies and the timely replenishment thereof and in maintaining the general office supplies inventory log in coordination with the Office Manager and the office equipment/furniture inventory log in coordination with the Accountant.
- Assist in coordinating meetings, conferences, workshops, and other events, including registration of participants, distribution of per diem and/or reimbursements to participants, and preparation of pre- and post-event materials.
- Provide logistics support in booking travel and accommodations for local/visiting staff and consultants, including coordinating required authorizations and visas and ensuring airport transfers for travelers.
- Assist the Office Manager in maintaining an effective filing system on administrative and procurement files.
- Assist the Accountant in bank errands, as needed, and in petty cash management by conducting surprise cash count and checking the petty cash reconciliation report.
- Under the supervision of the Office Manager, facilitate the office’s general housekeeping by coordinating cleaning schedules with service staff, purchasing cleaning/pantry supplies, coordinating with the building general services/engineering on office repairs and improvements, and placing requests to service providers for maintenance and repair of office equipment.
- Provide support for a variety of office/administrative functions, as requested by the Country Program Director, Office Manager, and Accountant, including other technical staff.
- Secondary school education in a relevant field such as office administration, communications, human resources, or any related field. Two (2) years of higher education or equivalent experience preferred.
- Preferably with at least two to four years of experience in an administrative post, with similar responsibilities as described above.
- Fluency and proficiency in the English language, particularly in writing and speaking.
- Good computer skills, including spreadsheet, Microsoft Office Suite, and with at least working knowledge in graphics software.
- Detail-oriented, with excellent interpersonal skills and ability to work in a multi-cultural environment.
- Ability to work independently, prioritize tasks, take initiative, and meet deadlines.
- Experience in coordinating logistical aspects of meetings, conferences, workshops, and other such events.
- Preferably with experience in the Philippine public health sector or international development field. Familiarity with USAID standards and processes an advantage.