FISH RIGHT PROGRAM
ADMINISTRATIVE ASSISTANT (Procurement)
OVERVIEW
The Fish Right Program is the flagship fisheries program of the United States Government in the Philippines, designed to promote sustainable fisheries management while strengthening fisheries-based livelihoods and inclusive economic growth. The program supports national and local partners to improve governance, market systems, and private sector engagement across priority fisheries management areas.
The Administrative Assistant will provide support to the Admin, Procurement & HR Manager to ensure the efficient and effective administrative management of the Fish Right Program at the Manila office. To ensure smooth day-to-day operations, the Administrative Assistant will be responsible for giving assistance to the Admin, Procurement & HR Manager in a wide range of duties including administrative, logistics, procurement, and inventory control.
REPORTS TO:
Admin, Procurement & HR Manager
COORDINATES WITH:
Fish Right In-Country staff
RESPONSIBILITIES
General Administrative
- Provides office maintenance support including, but not limited to, administrative needs such as supplies, equipment, cleaning services, and other tasks to ensure safe and efficient program operations.
- Maintains an inventory list of office supplies and other related materials to ensure adequate stock levels for program activities.
- Ensures that hard copies of transactions are properly filed and archived.
- Receives and records incoming correspondence and parcels.
Procurement
- Prepares purchase requests and purchase orders, receives deliveries, and ensures items are properly recorded in the supplies logbook and inventory list as appropriate.
- Solicits quotations for approved purchase orders and prepares summary of quotes and related procurement documentation for office supplies and other services.
- Establishes corporate accounts with providers and maintains strong working relationships with vendors.
- Ensures all procurement activities comply with applicable federal regulations, including 2 CFR 200, as well as organizational policies and donor requirements.
Logistics
- Provides secretariat support during meetings and workshops, including production of IDs, attendance tracking, and distribution of materials and collaterals.
- Supports travelers with logistical arrangements during deployment and follows up to ensure completion of required documentation for expenses.
Finance
- Collects necessary supporting documents for procurement of office supplies and other goods and services for submission to the Finance team for payment processing.
- Prepares payment requests and verifies completeness and accuracy of supporting documents.
Other
- Undertakes other duties as assigned by the Admin, Procurement & HR Manager.
QUALIFICATIONS & EXPERIENCE REQUIRED
- Preferably a Bachelor's degree in Business, Management or any equivalent degree.
- 3-5 years of relevant experience in purchasing and logistics, preferably in foreign-funded programs.
- Strong computer proficiency in MS Office applications.
- Strong attention to detail and accuracy in documentation and record-keeping.
- Excellent verbal and written English.
- Team building and interpersonal communications.
- Multi-tasking across a high volume, deadline driven, complex portfolio of administrative functions.
How to Apply:
To apply, please email all 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
rguimbungan@fishright.crcuri.org