Position: Administrative Assistant

Location: Community-based

Employment Type: Project-Based (2026-2027)

Salary Grade: 4

THE ROLE

The Administrative Assistant provides essential administrative support to the Child Path Model (CPM) Scale-Up Implementation project by: 

• Supporting Field Officers I and II in implementing economic assistance programs, Gifts-in-Kind (GIK), and volunteer motivation activities. 
• Managing center documentation and compliance, including the preparation and submission of accreditation, licenses, and clearances with DSWD, LGUs, barangays, OCD–Bureau of Fire Protection, and civil society organizations. 
• Serving as petty cash custodian, ensuring accurate and on time disbursement, replenishment, and coordinating logistics, equipment/facility maintenance, and activity requirements with the Service Area Coordinator, Purchasing, Accounting and other Agency departments, and community stakeholders. 
• Provide other administrative and logistical support to Service Area Coordinator. 

WHAT YOU WILL DO

•    Assist Field Officers in implementing Gifts-in-Kind (GIK), Economic Assistance programs, and volunteer activities.
• Coordinate logistics and documentation for center activities, meetings, and communication sessions.
• Prepare and manage budgets, requisitions, schedules, and materials for team and change communication meetings.
• Maintain and update stakeholder databases, including profiles, MOAs/MOUs, and partner engagement records.
• Provide administrative and logistical support to the Service Area Coordinator during meetings and events.
• Prepare and submit accreditation, licenses, and clearances to DSWD, LGUs, barangays, Bureau of Fire Protection, and civil society organizations.
• Act as petty cash custodian, ensuring accurate disbursement, replenishment, and supporting documentation.
• Handle requisition, receipt, and management of supplies for the center.
• Maintain quarterly inventories of GIK, supplies, and fixed assets.
• Collaborate with Accounting and Purchasing Departments during audits and provide reports to the Community Center Coordinator.
• Ensure timely repair and replacement of equipment/facilities in coordination with relevant departments.
• Monitor and record utility worker logs and visitor entries at the office premises.
• Uphold confidentiality and ethical standards in handling beneficiary and organizational data.
• Ensure compliance with organizational policies, safety/security protocols, and child safeguarding guidelines.

HOW WE WORK

In addition to technical requirements, the Administrative Assistant is expected to demonstrate the following:

• Deliver Results: Deliver works  that matter most, follow standards, and act with urgency to achieve outcomes.
• Functional Expertise: Work independently, apply technical knowledge, improve processes, and share expertise.
• Strive to Improve: Simplify work, maintain high standards, challenge processes respectfully, and adopt smarter methods.
• Be a Team Player: Collaborate openly across teams, contribute to shared goals, and build respectful relationships.
• Own Your Development: Seek growth opportunities, act on feedback, stay current, and follow through on development plans.

EDUCATION, EXPERIENCE AND KEY TECHNICAL SKILLS 

•  University studies in Social Work, Community Development, Office/Public Administration, or any other relevant discipline. 
• 3 years of work experience in a similar role is preferred and/or volunteer experience implementing programs for children, youth and families. 
• Knowledgeable in logistics support and simple facility and infrastructure management. 
• With good computer skills specifically MS Office as well as familiarity with inter/intranet, Google Drive, etc., as well as other online reporting and database systems.  
• Good verbal and written communication as well as documentation and reporting skills in English. 
• Travel Requirement: Willingness to travel around to assigned communities, depending on the number and geographic spread. 

 Overall Decision making and Supervision: 

• Moderately difficult decision-making requiring judgement in resolving issues. 
• General supervision.