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  • Description

  • Responsibilities:

    Key Result #1: Executive Support and Office Management

    1. Support the Executive Director (ED) on business work and engagement with the local Board of Trustees (to also include facilitation of all documentation and requirements related to the local registration and license renewals ( SEC, BIR, DSWD, amongst others);

    2. Perform administrative tasks, including assisting with special projects; designing and drafting complex documents, reports, and presentations; collecting and preparing information for meetings with staff and partners; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports;

    3. Assist the ED in organizing & preserving all business information & documentation of various meeting minutes, reports, updating online dashboards, etc. as needed (this role requires to follow strict confidentiality – not to share information or documents with any staff or external stakeholder without the knowledge of ED);

    4. Responsible for all administrative support to all official visitors to the CO;

    5. Maintain contact lists and liaison with various personnel, organization, government agencies, and other external collaborators;

    6. Prepare the SLT agenda and minutes of the meeting and follow up on agreed upon action points and deadlines.

    7. Assist in day-to-day activities of the Executive Director (ED);

    8. Support the ED on legal-related concerns and act as secondary liaison with Legal Counsel, with the ED as the primary contact.

    Key Result #2: Support to Business Activity Monitoring

    1. Support the ED in building and strengthening interdepartmental relationships, coordination, and workflows;

    2. Assist the ED in identifying/ troubleshooting quality assurance/quality improvement (QA/QI)+ compliance concerns, and propose/facilitate solutions in collaboration with the SLT;

    3. Provide relevant findings and documentations to concerned units and provide recommendations for corrective actions; conduct a periodic review of an internal process to check if the level of authority is followed; conduct unannounced field visits and document observations;

    4. Monitor the functionality and effectiveness of all Committees, government mandated and CO initiated (such as OSH, Safety and Security, Business Continuity, and Safeguarding Committees).

    Key Result #3: Support Organizational Development Initiatives

    1. Models leadership to all staff and intentionally develops the leadership potential of key staff in the FH field by walking closely with the senior leadership team, and render service to coach and/or mentor staff;

    2. Participate in the recruitment, onboarding, and professional development of staff, per the request of the ED;

    3. Disseminate best practices and current research on management;

    4. Support the SLT on change management initiatives


    Education: Bachelor’s degree in Business Administration, International Development, Social Sciences/ Social Work, or any related field. Graduates of other courses may be considered if he/ she has the experience and competency requirements of the post. A Masters' Degree would be an advantage.

    Experience: At least 8 years related experience in Office Management, Administration, and Executive Support; Direct experience with INGO, preferably child-focused agencies; Candidate with solid experience and familiarity with local registration activities and have worked with a Board of Trustees. A candidate who has worked directly with a Country Director or Executive Director is preferred.

    Supervisory Responsibilities: This position does not have direct supervisory responsibilities.

    Language: Proficiency in spoken and written English and Tagalog. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

    Closing date: 26 August 2021

    Applicants who were not contacted three weeks of the closing dates may mean that other candidates were shortlisted.

  • Requirements

  • Minimum education level: Bachelor´s Degree
  • Years of experience: 10
  • Language(s): English ,Tagalog
  • Knowledge: Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Analysis, Project management, Organisation, Customer Support, Technology
  • Availability for travel: Yes
  • Availability for change of residence: Yes
  • People with disabilities: Yes

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Job summary

  • Executive Assistant

  • Manila, National Capital Region

  • Company

    Food For The Hungry Philippines, Inc.
  • Type of contract

    Permanent contract

  • Work type

    Full Time

  • Apply