OVERVIEW
Fish Right Project is the United States’ flagship fisheries program in the Philippines. The Administration, Procurement and Human Resource Manager is responsible for ensuring the efficient and effective administrative management of all aspects of the Fish Right Project at the Manila office and administrative oversight of field offices. The position reports directly to the Fish Right Deputy Chief of Party (DCoP) and works closely with all Fish Right program and coordinates the finance manager and the finance and admin team located at both the University of Rhode Island (URI) office and the in-country Philippines offices to ensure smooth day-to-day operations. The role will be responsible for a wide range of duties including the design and implementation of effective administrative systems such as logistics, procurement, inventory control, human resource management functions and supervision of admin staff.
REPORTS TO: Fish Right Deputy Chief of Party (DCoP)
COORDINATES WITH: Chief of Party (CoP) and URI HQ administrative team or its designated point of contact (POC) for admin matters
SUPERVISES:
Administrative staff
Other non-technical staff as assigned
RESPONSIBILITIES
General Administrative
- In collaboration with the DCOP, responsible for designing effective systems for program and office administration procedures and processes that comply with the standard provisions outlined in the Fish Right Cooperative Agreement (2 CFR 200 and 2 CFR 700).
- When needed, review and propose revisions to the Project’s Standard Operating Procedures Manual through issuance of memos and other related office guidelines.
- Prepare correspondence as per the needs of the Fish Right team (e.g., URI staff general memo and guidelines).
- Schedule in-country/URI team meetings, prepare meeting minutes, and maintain calendar and task management platforms.
- Support the preparation of the annual operating budget for the Manila office.
- Provide overall oversight of Manila office operations including managing office supplies, cleaning services and other tasks to ensure the safe and efficient operations of the facilities.
- Provide overall oversight and documentation of the Fish Right property inventory, including supplies and capital goods, in coordination with admin & finance staff.
- Maintains HR and administration files and ensures they are properly structured and efficiently maintained and up-to-date.
Procurement
- Develop an annual procurement plan as per the annual workplan and budget.
- Assist with the process of procurement of goods and services for operations in the field and office as per roles, responsibilities and delegations of authority assigned under the standard operating procedures developed and approved for the Project.
- Reviews and ensures compliance and completeness of supporting documents when processing requests for payments as part of the procurement procedures.
Logistics
- Coordinate arrangements for international travelers when in-country.
- Support in the planning, logistics preparations (i.e., venue and travel arrangements) of Fish Right events.
Human Resource Management
- Provides oversight and support to program staff by ensuring that workplace policies and procedures are in place, implemented, and compliance with 2 CFR 200 and 2 CFR 700.
- Coordinate staff and STTA recruitment, prepare contracts and conduct new employee/consultant orientation on Program’s standard operating procedures.
- In collaboration with the Finance Manager, manages payroll including but not limited to preparation of monthly payroll instructions with the third-party provider, government remittances, health, group life insurances (ensure continued coverage of the program personnel) and separation pay for the Program personnel.
- Lead the annual performance evaluation of the staff in coordination with the different team leads of the Program.
- Facilitate approval of consultancy and billing reports of STTAs, tracks level of effort (LOE) days, and monitors terms of the contracts.
- Promptly report to the Fish Right DCoP, CoP and URI instances of serious fiscal, administrative or human resources-related deficiencies/problems and assists in implementing recommendations for corrective action.
- Acts as liaison between the company and the external payroll consultant (i.e., GT) to ensure that all employment policies follow current laws and regulations and are in compliance with 2 CFR 200 and 2 CFR 700.
QUALIFICATIONS:
Education: Bachelor’s degree in Business Administration, Human Resources, or any related field.
Prior Work Experience: Minimum of five years of relevant, progressively responsible work experience in office administration, human resource management, and procurement.
Skills and Abilities:
Required
- Strong computer proficiency, including Microsoft Office (Excel, Word) and financial software
- Analytical and problem-solving skills
- Excellent verbal and written English
- Leadership and management experience across organizational levels, with diverse teams and external stakeholders, including donors
- Team building and interpersonal communication
- Multi-tasking across a high-volume, deadline-driven, complex portfolio of administrative functions
- Development and implementation of office systems, policies, and procedures
- Administrative, fiscal, and human resource management functions
- Professionalism and integrity
Demonstrated Experience
- Office administrative and human resource operations
- Procurement, budget, and inventory management
- International travel logistics
- Conference and event planning and logistics
Preferred Experience
- Strong USAID financial and administrative experience, including managing the standard provisions outlined in 2 CFR 200 and 2 CFR 700, preferred
- Experience supporting international development assistance projects
Other:
Resident or citizen of the Philippines
How to Apply:
To apply, please email all of the following:
- Cover letter
- Resume or CV
- Three professional references with contact details
To the attention of:
Rheyzelene T. Guimbungan
Finance & Admin Manager
Fish Right Program