About the job
We are expanding in Southeast Asia and is looking for an Administrator to join its Manila Office. This role will offer direct administrative support to the growing team and subsequent projects in the region. You will take charge of administrative functions of the Manila Representative Office, working in line with company-wide policies, processes, and initiatives, and will work in collaboration with our Corporate Business Service counterparts across the world.
We are looking for someone with strong organisation skills, a great communicator, and a meticulous eye for detail to support the office. This role will necessitate a strong ability to multi-task, prioritise, and communicate as well as the initiative and confidence to work with minimal supervision, raise concerns, and ask for help when needed.
Roles and responsibilities and the specific tasks you will undertake:
The Office Administrator will support the organisation's functions, primarily with financial, administrative, and logistical support both to ensure the smooth day to day operation of the Manila office, and its projects. As this position supports a dynamic, changing global team, other administrative and general support tasks may be requested based on need, and skillset.
Specific tasks include:
Regional Project Support
• Support in communicating with partners, contractors, and clients throughout project implementation, with regular updates, minuted meetings, and clear communication protocols;
• Support in the coordination of meetings with clients and consultants, the organisation of events, trainings, and webinars delivered by the project team including identifying and organising logistics, as needed;
• Lead on collating, reviewing, and processing expense claims and receipts from colleagues and partners;
• Support in the coordination of the monthly invoicing to clients, project cash flow, triangulating expenses vs budget, contract, and inter-company invoicing agreements.
Manila Office Administration
• Responsible for the overall administration of the Manila office, including coordinating office suppliers, procuring, and maintaining equipment, and organizing events and workshops;
• Support the leadership team in duty of care provision in the Philippines, including ensuring the day-to-day health and safety of the team in Manila, and any visitors.
• Responsible for making local travel arrangements for team members based in Manila and for colleagues and consultants traveling to the Philippines (i.e., hotel bookings, visa applications, and internal and regional travel arrangements);
• Support the maintenance of company insurance, check deposits, managing any related claims/invoicing with clients and coordination with local accountant on check vouchers and audit requirements; and
• Ensuring all company documentation, contracts, and letters are in line with Triple Line brand guidelines and undertaking formatting where necessary.
Company - Wide Business Development Administration
• Support in business development activities including formatting CVs and proposals, the upkeep of project description sheets and staff CVs, capability statements, filing and record keeping.
About you
We are looking for someone with strong organisation skills who is a great communicator, and with an eye for detail to support in the running of the office and some of our key projects. This is a challenging but rewarding role that will involve a strong ability to multi-task, prioritise, and communicate with a wide range of colleagues. We are looking for a dynamic individual who has high levels of initiative and the confidence to multi-task with minimal supervision.
Essential candidate attributes:
- Bachelor’s degree
- 3 – 5 years experience in delivering corporate and/or office administration
- Self-starter with a ‘can do’ attitude who has the ability to plan, prioritise, and manage workload effectively with limited supervision (within a clear remit)
- Must be confident, organised, accurate with the ability to work under pressure and meet strict deadlines
- A team player who is a fast learner, flexible, able to work in a team as well as independently when required and able to adapt to changing priorities
- Excellent standard of written and spoken English
- An excellent communicator with strong interpersonal skills
- Advanced MS Office Skills (e.g., MS Word, Excel, PowerPoint)
Desirable candidate attributes:
- Relevant qualification in project management, business administration/management
- Working knowledge of SharePoint
- Experience of working within a consultancy environment
- Experience or interest in international development
About us
For 25 years, IPE Global and Triple Line have worked with governments, financial institutions, the private sector, foundations, and civil society to deliver an expanding portfolio of development assistance in countries across Africa, Asia, and the rest of the world.
Climate change, loss of biodiversity, growing poverty, entrenched inequality, unemployment, access to decent work, shifting demographics – these are just some of the complex problems standing in the way of the global sustainable development goals. We are helping to address many of them at both a policy level and on the ground. By combining innovative thinking with practical solutions, we aim to help meet today’s challenges and prepare for tomorrow’s opportunities. With focus on human development, inclusive growth and resilience, and good governance, we create value for our clients and communities to achieve economic growth and social equity. The Group works in diverse sectors such of health, nutrition, and WASH; education and skill development; urban infrastructure development; social and economic empowerment; private sector development; amongst others.
As a Group, our ultimate goal is to create opportunities for people, protect the environment, and generate prosperity in responsible ways that create lasting value, unleash innovation, and build inclusion and equity.
For more information on our work in the region please see www.tripleline.com and for more information on our Parent Company, IPE Global, see IPE Global
GDPR declaration
By applying for this position, you are confirming that you allow Triple Line to retain your CV and personal details on record, unless you explicitly ask for them to be removed. In turn, we acknowledge that the team will not use your details for any purpose beyond the recruitment of this position and will not share your CV with any third party without your permission.
Recruitment process
Please send your CV and a covering letter outlining your suitability for the job to jean.centeno@tripleline.com with the position in the subject line by the closing date of 30 September 2024. Please include the title 'Manila Administrator Application' in the subject line. Short-listed candidates will progress through two rounds of interviews before selection. Triple Line is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We have a zero-tolerance approach to discrimination within our recruitment process and actively encourage applications from a range of backgrounds.
