Project Support Assistant

CARE Philippines; Canlaon; Sur place; PHP 360 000 - 480 000; Plein temps

Résumé du poste

CARE Philippines is seeking a Project Support Assistant to backstop procurement, logistics, administration, and base operations for the AQUA Project. The role ensures compliant documentation, supports field teams, and coordinates with the WASH Engineer, Finance, and Project Manager to deliver activities on schedule.

Based in Virac, Catanduanes or Canlaon, Negros Oriental, the incumbent will organize transport, storage, and distribution of household kits, while maintaining audit-ready records and

Qualifications

• Bachelor's degree in Business Administration, Accountancy, Management, Public Administration, or a related field.
• Training or certification in procurement, logistics, or project administration.
• At least 2 years of experience in project administration, procurement, logistics, or finance support.
• Familiarity with procurement, cash advance, and liquidation processes.
• Proficiency in Microsoft Office (Word, Excel).
• Strong organizational, communication, and record-keeping skills in English and Filipino.
• Experience supporting donor-funded or humanitarian projects.
• Experience with inventory management and distribution of project items.
• Familiarity with CARE or other international NGO procedures.
• Ability to communicate in the local language of the project area.

Responsabilités

• Support the area-level procurement process for goods, works, and services from requisition to delivery, ensuring compliance with CARE procurement policies and donor requirements in coordination with the Supply Chain team.
• Prepare procurement requests, quotations, bid documents, comparative analyses, and purchase orders, ensuring complete and accurate documentation.
• Organize bid openings and evaluation meetings, and maintain complete procurement files, minutes, and approvals for audit purposes.
• Track deliveries against purchase orders and schedules, verify goods and services received, and flag delays or discrepancies promptly to the WASH Engineer and Project Manager.
• Maintain supplier and contractor records, and support follow-up on supplier and contractor performance.
• Coordinate with the Finance team to ensure invoices, receipts, and delivery documents support timely payment.
• Arrange vehicles, travel, and accommodation for field teams, ensuring efficient and safe movement.
• Manage storage of household kits and project materials, keeping stock records accurate and up to date and ensuring items are secure and properly handled.
• Organize distribution of household kits and project materials with the DRR Officer, including schedules, distribution lists, and distribution records.
• Arrange venues, equipment, and materials for trainings, simulations, community meetings, and project events.
• Coordinate delivery of materials to project sites with suppliers, contractors, and field teams to support implementation schedules.
• Report logistics risks, delays, and losses promptly to the Project Manager.
• Support daily operations of the area office or base, including supplies, equipment, communications, and visitor arrangements.
• Provide scheduling, permit, and coordination support to the field team and contractors in dealings with local offices and stakeholders.
• Arrange donor visits, partner meetings, and project events in coordination with the Project Manager.
• Support visibility materials and events in line with donor and CARE branding guidance, together with the Communication Focal Point, and collect activity records for reporting.
• Apply and promote safety and security routines for staff movement, field travel, and incident reporting.
• Prepare payment requests, cash advances, and liquidations with complete supporting documents, following CARE finance procedures and approved budgets.
• Maintain project records, contracts, and agreements in an organized and accessible filing system.
• Coordinate with the Finance team on documentation requirements, deadlines, and queries.
• Prepare monthly expense summaries and tracking reports for the Project Manager to support budget monitoring.
• Support project staff with timesheets, travel requests, and other administrative requirements.
• Review documents for completeness, accuracy, and required approvals before submission to Supply Chain, Finance, and project management.
• Ensure adherence to CARE procurement, finance, and administration policies, and raise exceptions early with the Project Manager.
• Maintain audit-ready files and asset and inventory records, and conduct regular inventory checks and reconciliations.
• Support audits and spot checks, and follow up on corrective actions until completion.
• Maintain confidentiality and proper handling of project and personal information.

Connaissances

Organizational skills

Communication skills

Record-keeping

English proficiency

Filipino proficiency

Formation

Bachelor's degree in Business Administration/Accountancy/Management/Public Administration or related field

Outils

Microsoft Office

Description du poste

The Project Support Assistant is responsible for procurement, logistics, administration, and base operations support to the AQUA Project team. The role supports procurement processes with the Supply Chain team, arranges transport, venues, and storage, supports the distribution of household kits, prepares administration and finance documents, and maintains project files, records, and inventories. The Project Support Assistant supports the field team and area office, ensures documentation is complete, accurate, and audit-ready, and enables technical and community teams to deliver activities on schedule and in line with CARE policies. The position reports to the Project Manager, is matrixed to the Head of Program Support, and is based in Virac, Catanduanes or Canlaon, Negros Oriental.

Procurement Support

• Support the area-level procurement process for goods, works, and services from requisition to delivery, ensuring compliance with CARE procurement policies and donor requirements in coordination with the Supply Chain team.

• Prepare procurement requests, quotations, bid documents, comparative analyses, and purchase orders, ensuring complete and accurate documentation.

• Organize bid openings and evaluation meetings, and maintain complete procurement files, minutes, and approvals for audit purposes.

• Track deliveries against purchase orders and schedules, verify goods and services received, and flag delays or discrepancies promptly to the WASH Engineer and Project Manager.

• Maintain supplier and contractor records, and support follow-up on supplier and contractor performance.

• Coordinate with the Finance team to ensure invoices, receipts, and delivery documents support timely payment.

Logistics, Transport and Distribution

• Arrange vehicles, travel, and accommodation for field teams, ensuring efficient and safe movement, and maintain vehicle logs and usage records.

• Manage storage of household kits and project materials, keeping stock records accurate and up to date and ensuring items are secure and properly handled.

• Organize distribution of household kits and project materials with the DRR Officer, including schedules, distribution lists, and distribution records.

• Arrange venues, equipment, and materials for trainings, simulations, community meetings, and project events.

• Coordinate delivery of materials to project sites with suppliers, contractors, and field teams to support implementation schedules.

• Report logistics risks, delays, and losses promptly to the Project Manager.

Base and Operations Support

• Support daily operations of the area office or base, including supplies, equipment, communications, and visitor arrangements.

• Provide scheduling, permit, and coordination support to the field team and contractors in dealings with local offices and stakeholders.

• Arrange donor visits, partner meetings, and project events in coordination with the Project Manager.

• Support visibility materials and events in line with donor and CARE branding guidance, together with the Communication Focal Point, and collect activity records for reporting.

• Apply and promote safety and security routines for staff movement, field travel, and incident reporting.

Administration and Finance Support

• Prepare payment requests, cash advances, and liquidations with complete supporting documents, following CARE finance procedures and approved budgets.

• Maintain project records, contracts, and agreements in an organized and accessible filing system.

• Coordinate with the Finance team on documentation requirements, deadlines, and queries.

• Prepare monthly expense summaries and tracking reports for the Project Manager to support budget monitoring.

• Support project staff with timesheets, travel requests, and other administrative requirements.

Quality and Compliance

• Review documents for completeness, accuracy, and required approvals before submission to Supply Chain, Finance, and project management.

• Ensure adherence to CARE procurement, finance, and administration policies, and raise exceptions early with the Project Manager.

• Maintain audit-ready files and asset and inventory records, and conduct regular inventory checks and reconciliations.

• Support audits and spot checks, and follow up on corrective actions until completion.

• Maintain confidentiality and proper handling of project and personal information.

Qualifications

• Bachelor's degree in Business Administration, Accountancy, Management, Public Administration, or a related field.

• Training or certification in procurement, logistics, or project administration.

• At least 2 years of experience in project administration, procurement, logistics, or finance support.

• Familiarity with procurement, cash advance, and liquidation processes.

• Proficiency in Microsoft Office (Word, Excel).

• Strong organizational, communication, and record-keeping skills in English and Filipino.

• Experience supporting donor-funded or humanitarian projects.

• Experience with inventory management and distribution of project items.

• Familiarity with CARE or other international NGO procedures.

• Ability to communicate in the local language of the project area.