Operations Associate

Overview

FHI 360 is seeking applications for the position of Operations Associate for the Meeting Targets and Maintaining Epidemic Control (EpiC) – HIV project in the Philippines. EpiC is a multi-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). In the Philippines, EpiC-HIV works in Greater Metro Manila (GMM) covering NCR, CALABARZON, and Central Luzon to address critical gaps and bottlenecks in the response to HIV among key populations (KP) in the Philippines and build capacity of local, community based KP organizations and work closely with the government of the Philippines to deliver HIV services tailored to the needs of KPs.

Key Responsibilities

• Follow up with vendors to get the statement of account or billing statement, guest folio, trip tickets, etc.
• Review billing statements and other supporting documents for accuracy and completeness.
• Coordinate with vendors to correct billing statements with errors.
• Coordinate with the technical/program team for other supporting documents such as activity reports, goods receipt, attendance sheet, etc.
• Create DPA Receipt Note and ensure all required procurement and finance supporting documents are updated and complete before submitting for payment processing.
• Coordinate / Liaise with the Procurement team in updating and securing vendors’ file/folders.
• After release of payment to vendors, shall be responsible for securing from the Vendor the original copies of sales invoices (used to be the Official Receipt as acknowledgement or proof of receipt of payment)
• Assist the Procurement Team in updating the RQ/PO and/or budget trackers implemented by the project/s.
• Assist in uploading proof of payments in DPA.
• Other tasks to be assigned.

Required Skills and Qualifications

• Bachelor’s degree
• Minimum of 2 years’ related work experience in administrative support is preferred
• Manage a variety of activities and pay close attention to detail.
• Proficient use of Microsoft Office and computer software skills.
• Good problem-solving skills, well organized and detail oriented.
• Ability to analyze and interpret data, identify errors, and prepare reports.
• Ability to work well with others and independently.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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