Operations and Administrative Support Staff

World Vision; Quezon City; On-site; PHP 240,000 - 360,000; Full time

Job summary

World Vision Philippines is seeking an Operations and Administrative Support Staff to bolster the Major Gifts Team in Quezon City. You will manage donor records, prepare reports and materials, and coordinate meetings and events to support donor engagement and program delivery.

The role requires at least 1 year in administration, strong MS Office skills, and familiarity with donor databases. You will work with multiple internal teams, ensuring confidentiality and timely deliverables in a dynamic

Qualifications

• Bachelor's degree in Business Administration or related field.
• At least 1 year of substantial administrative experience.
• Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Knowledge of database management, recordkeeping, and data entry.
• Strong skills in administrative coordination, documentation, report preparation, and scheduling.
• Good written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.
• Experience in donor relations, customer service, or nonprofit operations is an advantage.
• Familiarity with CRM systems or donor management databases is an advantage.

Responsibilities

• Donor Database and Records Management: Maintain donor and prospect records, engagement trackers, and pipeline records; encode donations and transactions in SIMMA; and organize donor files and supporting documents.
• Donor Reporting and Materials Preparation: Prepare donor reports, presentations, proposals, and other materials; consolidate program data and impact stories; and submit monthly accomplishment reports with action plans to achieve targets.
• Donor Commitment and Pipeline Monitoring: Track donor commitments, deliverables, deadlines, pipeline progress, and follow-up requirements to ensure timely completion.
• Donor Engagement and Administrative Support: Coordinate donor meetings, events, vision trips, and program visits, including scheduling, invitations, documentation, and logistics.
• Internal Coordination and Partnership Support: Coordinate with WVI, regional, support, and field offices, as well as internal teams, to align strategies, partnerships, and donor reporting requirements.
• Compliance and Documentation: Maintain accurate donor documentation and support compliance, audit, and organizational reporting requirements.
• Organizational Contribution and Staff Development: Participate in corporate and team devotions, prayer, meetings, and organizational activities; submit performance and development plans and reviews on time; and support emergency response activities as needed.

Skills

MS Office

Data entry

Recordkeeping

Communication skills

Scheduling

Confidentiality

Education

Bachelor's degree in Business Administration or related field

Tools

SIMMA donor system

CRM systems

Job description

Home / Careers / Operations and Administrative Support Staff

Operations and Administrative Support Staff

The Operations and Administrative Support Staff shall provide administrative and operational support to the Major Gifts Team by managing donor records, documentation, reports, schedules, and logistics to ensure efficient donor engagement, timely deliverables, and achievement of departmental targets.

This is an open-ended post based in Quezon City.

Major Responsibilities:

Donor Database and Records Management

• Maintain donor and prospect records, engagement trackers, and pipeline records; encode donations and transactions in SIMMA; and organize donor files and supporting documents.

Donor Reporting and Materials Preparation

• Prepare donor reports, presentations, proposals, and other materials; consolidate program data and impact stories; and submit monthly accomplishment reports with action plans to achieve targets.

Donor Commitment and Pipeline Monitoring

• Track donor commitments, deliverables, deadlines, pipeline progress, and follow-up requirements to ensure timely completion.

Donor Engagement and Administrative Support

Coordinate donor meetings, events, vision trips, and program visits, including scheduling, invitations, documentation, and logistics.

Internal Coordination and Partnership Support

• Coordinate with WVI, regional, support, and field offices, as well as internal teams, to align strategies, partnerships, and donor reporting requirements.

Compliance and Documentation

• Maintain accurate donor documentation and support compliance, audit, and organizational reporting requirements.

Organizational Contribution and Staff Development

• Participate in corporate and team devotions, prayer, meetings, and organizational activities; submit performance and development plans and reviews on time; and support emergency response activities as needed.

Qualifications and Requirements:

• Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
• At least 1 year of substantial experience in administrative work.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Knowledge of database management, recordkeeping, and data entry.
• Strong skills in administrative coordination, documentation, report preparation, and scheduling.
• Good written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.
• Experience in donor relations, customer service, or nonprofit operations is an advantage.
• Familiarity with CRM systems or donor management databases is an advantage.
• Physically and medically fit to perform functions of the role.

World Vision is committed to safeguarding all children as well as adults living where World Vision operates. We have zero tolerance for incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. Therefore, World Vision does not hire staff whose background is not suitable for working with children or vulnerable adults, even if their role does not interact directly with them. Each potential team member needs to understand the importance of these issues and be open to further training and guidance on our safeguarding policies and responsibilities.