Position title: Administrative Officer II (Secretary to the Board)
Location: Pasig, Philippines
ChildFund office: Childfund Philippines Foundation Inc
Manager/Supervisor title: Executive Director (Functionally accountable to the Board Chair on governance matters)
Position type: Full-time regular
Work environment: Hybrid
About ChildFund
ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are.
ChildFund's Value
ChildFund values a diverse, equitable, inclusive, and accessible environment where everyone is welcomed and celebrated equally. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.
ChildFund's Commitment
ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children.
ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including a criminal records check and/or disclosure to ensure program participants are safeguarded.
About This Role
The Administrative Officer II (Secretary to the Board) fulfills a pivotal dual role in advancing effective governance and executive leadership at ChildFund Philippines. As the organization strengthens its identity and systems following its transition from an international affiliate to a locally governed nonprofit, this position plays an essential part in ensuring continuity, accountability, and excellence in Board operations and executive office management. The role delivers trusted, high-level support to both the Executive Director and the Board of Trustees, enabling sound governance, strategic decision-making, and seamless coordination with national and international stakeholders.
Required Experience and Education
* Bachelor's degree in business administration/management or a related field. Equivalent professional experience may be considered in lieu of formal educational requirement.
* 4–6 years of experience in executive support and/or office administration, preferably in a multicultural environment.
Primary Responsibilities
Secretarial & Governance Support to the Board
* Provide secretarial and administrative support to the Board of Trustees, ensuring adherence to bylaws, governance policies, and applicable Philippine nonprofit regulations.
* Organize and coordinate Board and committee meetings, including annual and special sessions —by preparing agendas in collaboration with the Board Chair and Executive Director.
* Compile and distribute Board packs (agendas, reports, resolutions, supporting documents) promptly and efficiently.
* Attend Board and committee meetings to record accurate minutes, decisions, and action points, ensuring timely circulation, approval, and secure archiving.
* Maintain all official governance records, including resolutions, minutes, policies, trustee terms, committee assignments, and conflict-of-interest disclosures.
* Track Board decisions and actions to promote follow-through and accountability among trustees and management.
* Support Board strengthening and onboarding, especially as new trustees transition into roles within the locally governed structure.
* Serve as a key liaison between the Board, Executive Director, and senior leadership on governance and administrative matters.
Administrative Support to the Executive Director
* Provide high-level, confidential support to the Executive Director, including calendar management, meeting coordination, travel, and correspondence.
* Act as a primary coordination point between the Executive Director, internal teams, the Board, ChildFund Alliance members, partners, and external stakeholders.
* Prepare briefing materials, presentations, reports, and talking points for leadership, governance, and external engagements.
* Assist in managing priorities, deadlines, and follow-ups linked to strategy execution, organizational change, and partnership requirements.
* Handle sensitive and confidential information with discretion, particularly related to governance, donor relations, partnerships, and organizational transformation.
Organizational & Transition Support
* Document and preserve institutional memory related to the transition to local governance, including policies, agreements, and historical records.
* Coordinate logistics for Board retreats, strategic planning sessions, and governance workshops.
* Align executive and Board administrative practices with nationally and internationally recognized good governance standards.
* Identify and recommend process improvements to enhance efficiency, transparency, and accountability.
Country Office Administrative Support
* Oversee visitor and meeting logistics, including travel arrangements, visa coordination, and in-country support.
* Provide administrative support for meetings and events, covering contract management, communications, equipment coordination, and expense administration.
* Manage official documents, correspondence, and regulatory filings (e.g., SEC, BIR) for both Branch and Foundation entities.
* Coordinate staff travel requests and approvals in compliance with travel policies.
* Support processing and issuance of consultant service agreements, ensuring accuracy and timeliness.
Other Duties
* Perform additional tasks as assigned by the supervisor.
Working Relationships
* Executive Director
* Board Chair and Board of Trustees
* Senior Management Team
* ChildFund Alliance or international partner representatives
* External partners, advisors, and auditors
* HR and Admin Manager
* ChildFund International
Safeguarding:
Acknowledges the importance of safeguarding vulnerable populations, including children and adults at risk, from all forms of abuse, exploitation, and violence.
Commits to adhering to ChildFund's Safeguarding Policy and Procedures. This includes, but is not limited to, reporting any suspected or actual cases of abuse, exploitation, or violence to the ChildFund Safeguarding Focal Point and/or appropriate authorities.
Required Competencies
ChildFund's core competencies apply to every role in ChildFund and are tied to our organization values and the achievement of our Growing Connections 2030 strategy. All job descriptions should include the six (6) core competencies. Add technical competencies that relate to this specific position, such as knowledge of specific software programs or fluency in spoken and written languages. Add leadership competencies, if applicable, from the Global Competency Framework Guide. Ask HR for assistance if needed!
ChildFund's Core Competencies
* Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
* Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
* Results orientation: gets things done; takes proactive steps to achieve organizational goals and quality standards.
* Decision making: uses good judgement, critical thinking, and non- traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
* Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
* Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.
Other Required Competencies
* Demonstrated administrative support experience.
* Excellent written and verbal communication skills in English.
* Strong understanding of business administration and contract management.
* Proficiency in relevant computer applications and software.
* Strong organizational, planning, and problem-solving skills.
* Ability to manage multiple priorities and meet deadlines under pressure.
* High level of confidentiality, adaptability, and professionalism.
* Strong interpersonal and cross-cultural communication skills.
For complete job description and to apply, visit:
https://weconnectchildfund.my.salesforce-sites.com/careers/fRecruit__ApplyJob?vacancyNo=VN3236
HOW TO APPLY:
Apply through the ChildFund Applicant Portal: https://weconnectchildfund.my.salesforce-sites.com/careers/fRecruit__ApplyJob?vacancyNo=VN3236