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JOB SUMMARY
The Administration Assistant acts as frontline personnel to external clients of the office. He/ she also provides administrative assistance to internal clients for logistic services, office maintenance, procurement and issuance of materials, supplies and equipment.
DUTIES AND RESPONSIBILITIES
A. Office Administration
- Maintains an updated record of FSSI organizational documents (BIR, SEC, business permits, etc.) and minutes of BOT, GA and committee meetings in a secured location
- Receives, sorts and distributes daily mail/ deliveries to concerned units
- Updates calendars and schedules meetings for the Executive Director and maintains calendar of general staff and unit meetings and activities
- Provides clerical support to the Executive Director (monitor incoming/ outgoing documents for signature, printing/ photocopying of documents, send out communications, process cash advances, etc.)
- Coordinates with the board members/ signatories and legal counsel regarding signing of checks, legal and bank documents, and others, and dispatches messenger based on requests for messengerial services to signatories, banks, government agencies and other errands
- Provides frontline support by answering phone calls and queries, receiving visitors and notifying concerned employees of visitor/s’ arrival.
- Arranges for vehicle rentals/ transportation services for special activities and fieldwork of FSSI staff/ officers
- Books airline and hotel reservations for staff, officers and guests of FSSI, and facilitates payment for hotel and airline bookings
- Monitors utilities consumption and payments to avoid service interruption (water, electricity, telephone, internet, etc.)
- Coordinates preparation for meetings and events such as BOT/ committee meetings, General Assembly, and other events hosted by FSSI (venue, food, packaging of meeting and conference kits, tokens/ giveaways, etc.); may sit in the secretariat as may be requested.
B. Building Maintenance
- Monitors the work of the Utility/ Messenger in maintaining cleanliness of the office premises
- Acts on job orders for repair and maintenance, and manages external service providers: pest and termite control, building contractors, etc.
- Monitors utility services and tracks sudden increase in usage to determine causes.
C. Procurement and Inventory
- Performs inventory every six months, and ensures that all equipment, furniture and fixtures are all accounted for
- Issues memorandum of receipt to employees who are assigned FSSI equipment, furniture and fixtures
- Receives purchase orders and requests for supplies and equipment, and ensures appropriate approvals prior to purchase and issuance
- Canvasses for and recommends purchase of requested supplies, equipment and services according to required specifications and quantity, at the most reasonable price
- Determines re-order point for office supplies, pantry supplies and other requirements to always ensure availability of supplies.
D. Internal Control and Compliances
- Monitors due dates of renewal/ payment of business permits, taxes and insurances, and request for check payments for Utility/ Messenger’s transactions
- Based on bi-annual inventory, prepare list of surplus or non-serviceable assets for inclusion in the disposal plan
- Attends to queries from interested parties about the sale or bidding for assets for disposal
- Maintains office security by implementing security policies and procedures, coordinates with security agency regarding schedule and duties of security guards.
- Acts on or provides incident reports on security concerns in the office.
E. Business Continuity
- Provides administrative support to the Business Continuity (BC) Team by gathering data for BC planning concerning facilities and office space, IT systems, communications, environment, and others.
QUALIFICATIONS
Education : Bachelor’s Degree in Office Administration, Management or relevant courses
Experience : At least 2 years’ experience in general administration and office management
Competencies
Core: Diversity and inclusion; Institutional awareness; Integrity; Problem solving; Resources management and sustainability; Self-development; Service orientation; Social awareness; Teamwork
Functional: Facilitation skills, General Services, Institutional Monitoring and Evaluation, Linkaging and networking, Negotiation
Cross-Functional: Communications; Controlling & monitoring; Records management; Working with tools and technology; Board management/ secretariatship; Strategic planning; Knowledge management
The HR and Administration Unit
Foundation for a Sustainable Society, Inc. (FSSI)
46-E Eugenio Lopez Street corner Samar Avenue, South Triangle, Quezon City
Deadline for submission of application is 22 July 2026.
FSSI will reply to shortlisted applicants only.
