Administrative Assistant (Foundation) - #129937

Sun Life


Date: 2 weeks ago
City: Taguig, Metro Manila
Contract type: Full time

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

The position is responsible for providing administrative, logistical, and program support to the Foundation.

This role will also act as program lead support person in the absence of the Program Lead.

Administrative and Logistical Support

  • Develops and maintains a filing system of projects, reports, correspondences, and papers in physical and/or digital form, including Foundation steel cabinet and SharePoint Folder
  • Encodes and updates information in relevant databases to maintain complete and accurate records, such as Supplier Database, Programs and Partnership Database, Gift Registry, Donation Log and Volunteer Database
  • Collects and ensures completeness of invoices and official receipts from suppliers and partners, and updates relevant tracking files accordingly
  • Ascertains scanned digital copies of important documents and photos such as, Memoranda of Agreement (MOA), Certifications, Registrations, Liquidations, and Activity Documentations
  • Processes venue, vehicle and manpower requests, gate passes, and work permits for Foundation activities and general operations
  • Books logistical arrangements required during fieldwork, including airfare and accommodations
  • Keeps track of progress of legal documents for routing (e.g. MOA, Certificate of Existence of Projects, Certificate of Donation), requests and permits submitted to other business units and receipts for collection from partner organizations
  • Arranges appointments, meetings and travel plans for the Officers and guests; confirms arrangements; prepares background materials required; arranges logistics (physical and equipment) for meetings and books meeting rooms.
  • Sources and procures requirements for Foundation operations including but not limited to office needs or activity materials.
  • Ensures maintenance, safekeeping and accurate inventory of all Foundation equipment and supplies
  • Prepares and proofreads typed materials following instructions. Types correspondence/reports from handwritten draft or prepared copy.

Support on Finance Process

  • Compiles and gathers data required for reference materials, budget preparation, reports and/or other communication material such as the Quarterly Board Report and the Annual Aggregate Network Report, and prepares presentations as needed

Program Support

  • Provides logistical and communication support for all Foundation events and activities – some may require out-of-town travel and field work.
  • Assists Leads in preparing and/or implementing Foundation activities
  • Prepares and analyzes reports and/or other communication material such as the Quarterly Board Report and the Annual Aggregate Network Report, and prepares presentations as needed.
  • Creates meeting agenda (according to priorities) with data report analysis to the Executive Director/President.
  • Conducts first level due diligence for new projects, partners and/or suppliers.
  • Accountable to overall minute preparation, agreement, and follow throughs on action items idendtified in the Foundation meetings.

Core Professional / Technical Competencies Required

  • Commendable task organization and time management skills
  • Effective interpersonal skills
  • Proficient in Microsoft 365 applications
  • Knowledgeable on Windows-based applications (Word, Excel, PowerPoint), Adobe, and can format reports of moderately complex nature;
  • Good oral and written communication skills and can compose letters following established standards on business correspondence;
  • Effective interpersonal skills, systematic and has the ability to work in a team environment under minimal supervision;
  • Good organizational skills; able to maintain confidentiality

Core Soft / Transferable Competencies Required

  • Diligent and resourceful
  • Tenacious and reliable
  • A team player
  • Approachable
  • Solutions-oriented

Minimum typical education

  • College graduate

Minimum typical experience

  • At least 2-5 years experience in secretarial and / or administrative support type work;
  • At least 2-5 years experience in program execution.

Job Category:

Administrative Services

Posting End Date:

30/12/2024

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