Project Operations Support Officer

CARE PHILIPPINES; Quezon City; On-site; PHP 391,000 - 725,000; Full time

Job summary

CARE Philippines is seeking a Project Operations Support Officer to provide day-to-day administrative, financial, procurement, logistics, liaison, and field operations support for the THRIVE-BHW Project. The role ensures operational readiness, proper documentation, and supports livelihood and WLiE activities under guidance of the Project Manager and technical staff.

The position involves coordination with CARE support units, local governments, BHW Federations, service providers, and community

Qualifications

• Bachelor’s degree in business administration, accounting, finance, public administration, development studies, community development, social sciences, or related field.
• Minimum 2-3 years of relevant experience in project administration, finance, procurement, logistics, field operations, or similar support functions.
• Experience coordinating field activities, trainings, meetings, travel, supplies, and activity logistics.
• Proficiency in Microsoft Word, Excel, PowerPoint, and common digital collaboration and mobile applications.

Responsibilities

• Provide administrative and financial support to ensure efficient project operations and compliance with CARE and donor requirements.
• Prepare payment requests, cash advances, liquidation reports, vouchers and supporting documents per CARE procedures.
• Monitor expenditures and budget utilization against approved activity budgets and flag variances to the Project Manager.
• Coordinate procurement, logistics, and travel arrangements to ensure timely activity readiness.
• Support community mobilization, participant confirmation, registration, profiling, and orientation.
• Assist in stakeholder meetings, trainings, and federation activities to ensure effective coordination.

Skills

Documentation

Communication

Coordination

Interpersonal skills

MS Office & digital tools

Education

Bachelor’s degree in business/administration or related field

Tools

HEAL Digi App

Job description

The Project Operations Support Officer provides day-to-day administrative, financial, procurement, logistics, liaison, and field operations support to ensure timely and efficient implementation of the THRIVE-BHW Project.

The position ensures planned activities are operationally ready and properly documented, and supports community mobilization and facilitation of livelihood, financial literacy, Village Savings and Loan Association (VSLA), Women Lead in Emergencies (WLiE), community training, and HEAL Digi App activities under the guidance of the Project Manager and relevant technical staff. The role works closely with CARE support units, local governments, BHW Federations, service providers, and community partners.

Administration, Finance and Operational Compliance

• Provides administrative and financial support to ensure efficient project operations and compliance with CARE and donor requirements.

• Prepare payment requests, cash advances, liquidation reports, vouchers, and complete supporting documents in accordance with CARE financial procedures.

• Maintain accurate financial records and filing systems to ensure completeness, accuracy, and audit readiness.

• Monitor expenditures and budget utilization against approved activity budgets and flag variances to the Project Manager.

• Coordinate budget tracking, reconciliation, and finance requirements with the CARE Finance team.

• Support work planning, budgeting, cash forecasting, and timely processing of financial requirements.

• Maintain project assets, equipment, supply, and inventory records and support physical verification.

• Coordinate office administration, utilities, communications, travel documentation, and other administrative requirements.

• Maintain organized project correspondence, agreements, administrative files, and records.

Procurement, Logistics and Activity Readiness

• Ensures procurement and logistics requirements are completed on time so planned project activities can proceed efficiently.

• Prepare and consolidate procurement requests, specifications, and required project supporting documents; identify potential suppliers and support the collection of quotations; and coordinate processing with the CO Program Support Team in line with established procedures and subject to their review. Formal procurement functions, including supplier selection and evaluation, procurement review and approval, and PO issuance, remain centrally with the CO Program Support Team and the appropriate approving authorities.

• Track procurement actions and delivery schedules against the approved work plan and activity calendar.

• Coordinate venues, transportation, accommodation, meals, supplies, equipment, communications, and other activity logistics.

• Conduct pre-activity readiness checks to confirm materials, equipment, transport, venue, funds, and participant arrangements are in place.

• Coordinate receipt, storage, issuance, movement, and distribution of BHW kits, livelihood inputs, training materials, supplies, and equipment.

Liaison, Stakeholder and Participant Coordination

• Supports effective coordination with BHWs, local governments, BHW Federations, government agencies, service providers, and community partners.

• Serve as project liaison for routine coordination, follow-up, scheduling, and communication with participants and local stakeholders.

• Support community mobilization, participant confirmation, registration, profiling, and orientation.

• Coordinate activity schedules and requirements with municipal and barangay partners, health offices, and BHW leaders.

• Assist in organizing stakeholder meetings, consultations, trainings, learning sessions, and federation activities.

• Support linkages with government agencies, financial institutions, cooperatives, microfinance institutions, markets, technology providers, and other services.

• Follow up agreed actions, commitments, referrals, and arrangements with partners and participants.

Community Training and Project Intervention Facilitation

• Supports delivery of THRIVE-BHW community interventions by mobilizing participants and co facilitating standardized sessions under the guidance of the Project Manager and relevant CARE technical staff.

• Support and co-facilitate livelihood and enterprise development activities, including financial literacy, budgeting, business planning, income diversification, and health- and nutrition-linked livelihood models.

• Facilitate formation, orientation, strengthening, routine meetings, and basic monitoring of VSLA groups using approved CARE tools and methodology.

• Support women-led savings groups, livelihood initiatives, and linkages to financial and enterprise support services.

• Support WLiE activities, including community discussions and development and follow-up of Women’s Action Plans (WAPs).

• Support community and BHW trainings, orientations, peer exchanges, and other capacity strengthening activities using approved modules and materials.

• Support orientation, user onboarding, and basic use of the HEAL Digi App and other approved digital health learning or reporting tools; refer technical issues to the appropriate focal person.

• Assist facilitators with session preparation, materials, attendance, participant engagement, documentation, and post-training follow-up.

• Ensure facilitation is participatory, gender-responsive, inclusive, and consistent with CARE safeguarding, accountability, and protection standards.

Project Documentation and Accountability Support

• Supports complete and timely project documentation, accountability, and information management.

• Prepare meeting minutes, attendance sheets, activity reports, photo documentation, and other activity records.

• Maintain organized electronic and hard-copy project files and ensure supporting documents are complete and retrievable.

• Support collection and consolidation of basic activity and participant data for project monitoring and reporting.

• Support implementation and visibility of CARE’s Feedback and Accountability Mechanism (FAM) during activities.

• Receive and appropriately refer participant feedback or concerns in accordance with CARE procedures and confidentiality requirements.

Other Responsibilities as Assigned

• Perform other duties assigned by the Project Manager.

• Support other project operations, community activities, and field requirements assigned.

• Support emergency response and Crisis Modifier activation as required.

Qualifications

• Bachelor’s degree in business administration, Accounting, Finance, Public Administration, Development Studies, Community Development, Social Sciences, or a related field, or an equivalent combination of education and work experience.

• Training in project administration, financial management, procurement and logistics, community facilitation, VSLA, financial literacy, livelihood or enterprise development, WLiE/gender equality, safeguarding, or digital applications is desirable.

• Minimum 2-3 years of relevant experience in project administration, finance, procurement, logistics, field operations, community development, or similar project support functions.

• Experience preparing financial, administrative, procurement, and logistics documentation.

• Experience coordinating field activities, trainings, meetings, travel, supplies, and activity logistics.

• Experience in community mobilization, training support, or facilitation with community groups or local government partners.

• Working knowledge of budgeting, cash advances, liquidation, records management, and basic financial controls.

• Strong documentation, communication, coordination, and interpersonal skills.

• Proficiency in Microsoft Word, Excel, PowerPoint, and common digital collaboration and mobile applications.