Ph-Assistant To The Country Representative

Greenpeace Sea Foundation; Philippines; On-site; PHP 446,000 - 781,000; Full time

Job summary

Greenpeace Sea Foundation is seeking an Assistant to the Country Representative to provide administrative, logistical and operational support for the Country Representative and the GPSEA‑PH Programme Team. The role ensures efficient workflow, calendar management, documentation and coordinated internal communications across units.

The successful candidate will hold a bachelor’s degree in a relevant field, have 2–3 years of executive assistance experience, and demonstrate excellent English and

Qualifications

• Bachelor’s degree in Office Administration, Business Administration, Communications, or related field.
• Minimum 2–3 years of experience in executive assistance or administrative support, preferably in an international NGO setting.
• Fluency in spoken and written English and Filipino.

Responsibilities

• Assess, refine, and maintain executive administrative workflows and document management.
• Manage the Country Representative calendar, meetings, and official correspondence.
• Provide ad‑hoc administrative support to the Programme team across campaigns and projects.
• Coordinate logistics for programme events, workshops, and travel arrangements.
• Prepare meeting agendas, take minutes, and track action points for follow‑ups.
• Liaise with GPSEA regional teams, country offices, and external partners.

Skills

Executive scheduling

Minute-taking

Organisational skills

Fluent English

Fluent Filipino

Education

Bachelor’s degree in Office Administration/Business Administration/Communications

Tools

G‑Suite

Job description

PH-Assistant to the Country Representative

Company: Greenpeace Sea Foundation Job Type: Full Time Quezon City, Philippines

Job Description

Founded in 1971, Greenpeace gives voice to a fragile Earth by promoting solutions, advocating change, and inspiring action. The organisation has employed non-violent methods to campaign for environmental justice since its inception. Greenpeace operates globally through a network of independent national and regional entities across over 40 countries with Greenpeace International based in Amsterdam.

Greenpeace in Southeast Asia

Greenpeace Southeast Asia (GPSEA) offers dynamic and meaningful opportunities for professional growth. It is driven by a diverse and committed team who uphold the highest professional standards of the world’s leading environmental campaigning organization. By working alongside passionate and skilled colleagues, you will help to tackle some of the planet’s most urgent environmental challenges,

Operating from our offices in Bangkok, Jakarta, Kuala Lumpur, and Manila, we lead globally significant campaigns shaped by regional and national contexts, offering challenging opportunities to address pressing ecological issues. We are financially supported by tens of thousands of people across the region. To remain independent we have a policy of not accepting funding from companies and governments and therefore only accept donations from individuals and private foundations.

Equal Opportunity Employer

Greenpeace Southeast Asia is an equal opportunity employer with a longstanding commitment to providing a work environment that respects the dignity and worth of each individual. We recognise and value the benefits and strengths that diversity brings to our employees and the whole organisation and we thrive in an environment that encourages respect and trust. We do not discriminate in employment opportunities or practices on the basis of age, ancestry, citizenship, colour, disability, ethnicity, family or marital status, gender, gender identity or expression, national origin, political affiliation, race, religion, sexual orientation, veteran status, or any other legally protected characteristic. Selection will be in accordance with objective, job‑related criteria and the appointment will be on the basis of the applicant’s merits and abilities.

The Assistant to the Country Representative provides administrative, logistical and operational support to the Country Representative (CR) and the GPSEA‑PH Programme Team. Ensures efficient workflow, programme calendar management, documentation, meeting coordination, and smooth internal communication across units.

This is a permanent position, based in Manila office.

Duties and Responsibilities

• Assess, refine, and maintain executive administrative workflows, digital tracking systems, and document management frameworks to support CR / Programme operations.
• Proactively identify operational bottlenecks and conceptualise streamlined administrative protocols to continuously elevate the quality, efficiency, and alignment of programme operations.
• Manage the CR’s calendar, meeting schedules, official correspondence, expense report, reimbursements and travel/logistical arrangements.
• Provide ad‑hoc administrative and backup support to the Programme team across various campaign and project initiatives as required.
• Arrange logistics and coordinate schedules during programme events, strategic planning sessions, workshops and campaign activities.
• Coordinate procurement documentation (RFPs, RFQs, VSFs and related approvals) in accordance with GPSEA Procurement Policy. Procurement decisions remain with the designated budget holder and approving authorities.
• Prepare / coordinate Programme meeting agenda; document meeting minutes, maintaining systematic monitoring to follow up on action points and ensure timely execution across teams.
• Collaborate effectively with GPSEA regional teams and country offices to advance One GPSEA priorities.
• Serve as administrative liaison between the CR, CCT members, country programme staff, and regional administrative support departments.
• Organise and document Country Coordination Team (CCT) meetings, tracking action points and follow‑ups.
• Coordinate meeting logistics, protocol invitations, and official communications with external partners, volunteers, government agencies, suppliers, and visitors.
• Ensure prompt scheduling, timely minute‑taking, fast‑track processing of financial claims, and efficient logistics coordination.
• Maintain high accuracy in official documentation, secure archival filing systems, and strict adherence to internal administrative and financial protocols.

Skills and Experience

• Bachelor’s degree in Office Administration, Business Administration, Communications, or related field.
• Minimum 2–3 years of experience in executive assistance or administrative support, preferably within an international NGO setting.
• Exceptional organisational skills, proficiency in executive scheduling and G‑Suite, strong minute‑taking abilities, and fluency in spoken and written English and Filipino.

Deadline: 14 August 2026