The goal of the USAID’s Medicines, Technologies, and Pharmaceutical Services (MTaPS), a global five year Program is to help low- and middle-income countries to strengthen their pharmaceutical systems to ensure sustainable access to and appropriate use of safe, effective, quality-assured, and affordable essential medicines and pharmaceutical services. MTaPS implemented by Management Sciences for Health (MSH) and its partners provides technical assistance to the Department of Health and its partners to strengthen procurement and supply chain management system (PSCM) and patient safety in the Philippines. The Administrative Coordinator supports the day-to-day management of the MTaPS program. S/he assists the Finance and Admin Manager, Country Project Director (CPD), Technical Teams, and the Operations Officer in the procurement and administrative management of the MSH office and the MTaPS Philippines program. S/he provides logistical assistance for implementation of program activities, and assists with maintaining efficient office operations – copying/filing of documents, managing reports and resources, scheduling and coordinating meeting/events and logistics, and administratively supporting project staff. The Administrative Coordinator is expected to follow the financial and administrative systems according to MSH policies and procedures and in compliance with USAID regulations. The Administrative Coordinator is aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.
Provide administrative support to the Finance and Operations team to ensure smooth and efficient office operations.
- Assist in preparing all the vendors payable vouchers, receiving and stamping all the invoices on the date they are received, attaching all the relevant approved Emails and Request Forms for cross reference on the invoices and double checking the previous payments to avoid double payment
- Assist with procurement, preparing Activity Profile, Advance Request, and making travel arrangement
- Handle necessary procedures where referring to procurement for office supply and/or equipment or as required. Coordinate conferences/ workshops and/other events
- Handle arrangements and assist in the logistics for meetings, retreats, and worksho
- Coordinate logistics for all Project events and requested services including reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, assistance with arranging for the travel, lodging, and registration of participants, consolidating conference/ workshop evaluation results and maintaining any necessary recor
- Enter required information into online system for trainings/ events tracking Provide logistic support for booking travel and accommodations for staff and consultants, and in processing required authorizations.
- Search and provide information on transportation schedule; compile the best routes, taking into account staff requirements
- Screen and book hotels in country for local and international staff and consultants
- Prepare necessary travel in-country and international authorizations Provide communications and administrative support to country staff and consultants
- Prepare correspondence and communicate on behalf of staff and consultants as requir
- Set appointments and provide translation or interpreting, if needed. Provide support to Operations Officer
- Process all incoming and outgoing mail and manage courier and transportation servi
- Manage the main operations (receipt & issue) of the stationery and office supply stores and inventory of office items, and ensure proper us
- Prepare minutes and meeting reports where necessary.
Education
- Bachelor’s degree in business administration or related field. Experience
- Minimum 0-2 years of relevant experience in an administrative position
- Experience in administrative work of supporting an international team
- Experience with the Philippines public health sector and familiarity with USAID Knowledge and Skills
- Proficiency in Microsoft Office programs, especially in Word and Excel spreadsheets, Google Docs, Google Sheets, Google drive.
- Fluency in Tagalog and strong ability to communicate in English including reading, writing and speaking skill
- Basic procurement knowledge/skills preferred Competencies
- Functional competencies: Detail-oriented with excellent interpersonal skills and ability to work in a team. Demonstrated organization, planning, time-management, and problem-solving skills. Ability to work independently, prioritize tasks and to take initiative. Demonstrated customer service excellence.
- Ensuring delivery of results: client focus, managing and measuring work, information sharing, priority setting, and problem solving
- Core personal competencies: ethics and values, integrity and trust, sound judgement, ability to work in a team-oriented environment; excellent listening, oral and written communication skills
- Core MSH competencies: adaptability, communication, problem solving, creativity and innovation, timeliness of work, quality of work and team relationships, resource utilization
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.