Logistics Administrative and Financial Assistant – Manila

Project Description

The Disaster Risk Reduction Enhancement at the Local Level – Technical Assistance (DRREALL-TA) project, implemented by Expertise France, is part of the DRREALL policy-based support programme, a long-term partnership between AFD and the Government of Philippines (GoP), led by the Department of the Interior and Local Government (DILG). The DRREALL programme, funded by the EU, aims to more efficiently implement disaster risk reduction strategies at the level of local government units (LGUs). This programme will contribute to strengthening disaster risk reduction management (DRRM) and climate change adaptation (CCA) capacities at national (primarily DILG) and local level, and will support ongoing reform projects throughout the country.

The DRREALL-TA outlines four key reform areas:

• Strengthening local capacities for risk-informed planning
• Enhancing DILG’s ability to manage a performance audit mechanism and an integrated capacity development strategy for DRRM and CCA.
• Improving the capacity of local communities to effectively utilize disaster risk management funds.
• Enhancing gender-sensitive and socially inclusive approaches to disaster response within LGUs.

Expertise France is in charge of the DRREALL-TA project implementation. The Project Management Office (PMO), based in the Expertise France office in Manila, ensures the day to day operational management of the DRREALL-TA project. The PMO’s responsibilities include: project administration, team management, financial management, stakeholder engagement, monitoring and evaluation, organisation of activities, etc.

The PMO team is composed of: a project leader, a technical coordinator, a logistics-administrative and financial assistant, a financial and administrative manager and technical experts. The PMO is also supported by and reports to a project manager, a project assistant and a financial and administrative project manager based at Expertise France’s headquarters in Paris.

Job responsibilities:

Under the supervision of the Project Leader and with guidance from the Financial and Administrative Manager, the Logistics Administrative and Financial Assistant plays a pivotal role in supporting the operational management of the DRREALL-TA project. She/he is responsible for the following tasks:

Administrative support:

• Maintain and update databases relevant to project management, including information on local stakeholders, providers, and partners’ focal points.
• Contribute to administrative, financial, and human resources tasks, including processing and negotiating with service providers, budget monitoring for mission organization, and controlling travel costs
• Handle the indexing, filing, and archiving of documents associated with project expenses.
• Sending out meeting minutes, preparing the agenda, obtaining participation confirmations, etc
• Support the organization of project Steering Committee meetings and Technical Working Group meetings

Logistics and procurement support

• Assist with logistics for team or expert missions by arranging travels, booking accommodations, locating venues, handling visa or administrative formalities, and preparing administrative aspects in line with Expertise France’s procedures.
• Manage logistics for project activities, such as training/workshop/conference organization, direct booking of meeting rooms/venues, preparing contracts with hotels or service providers, organizing catering arrangements, booking of direct translation services, circulating attendance sheets, sending out invitations, collecting and archiving support documents as per audit requirements, and ensuring smooth operation of the PMO office by maintaining supplies and consumables.
• Organize logistical aspects of trips abroad, including various reservations, transportation, and managing required administrative procedures.
• Ensure, in close cooperation with the Project Leader, that all the established contracts comply with the project procedures; and if needed conduct procurement procedures for contracts that exceed the commitment thresholds of the simplified commitment procedure authorised by EF

Financial support

• Support the processing and monitoring of payments to external supplier and experts, including follow-up, sending reminders, administrative registration, asking for invoices and/or supporting documents to be revised when necessary, etc.
• Assist in the collection and verification of supporting accounting documents and prepare for payment following Expertise France’s procedures
• Ensure daily financial monitoring and recording of the project expenses using EF tools and following EF’s procedures
• Support the Project Leader in the preparation of monthly budget monitoring and forecasting reports
• Actively participate in audits

Communications and documentary activities

• Share communication on the project on social networks
• Edit project reports, documents, etc
• Correspond with project partners, including governmental institutions
• Support in preparing power point presentations and event materials

Person specification

National profiles preferably targeted

Education

• University Degree in accounting, administration, international relations or related fields;

Professional experience

• At least 3 years of experience in a similar position, preferably in an international environment
• 2 to 3 years of previous experience in accounting and financial reporting, including in audit preparation;
• 2 to 3 years of experience in event planning and logistical management for projects;
• Experience in drafting contracts and knowledge of public procurement rules would be an asset;

Skills and qualities required

• Proficiency in MS office, (Word, Excel, PowerPoint, Outlook)
• Strong digital skills are required: the candidate must feel comfortable manipulating a computer, messaging and videoconferencing tools (including zoom); internet browsers, different software, online platforms, etc;
• Fluency in English and Filipino (both oral and written) required;
• Knowledge of French is an advantage
• Organisational skills: autonomy; rigour and method; sense of responsibility; ability to prioritize;
• A high degree of initiative, diplomacy and problem-solving,
• Good communication skills with partners (including high-level officials) involved in the project, and with the project team based in Manila and in Paris;
• Good people and interpersonal skills, particularly in an intercultural context;
• Ability to work both independently and as part of a team.

Additional job information:

Location of the mission: Manila, Philippines

Duration of the mission: approx. 30 months

Starting date: asap

Salary: According to the profile