Job Summary

The Senior Administrative Officer will lead and manage the administrative, procurement, logistics, and operational support functions of the Philippines Carbon Finance Pilot to ensure efficient, compliant, and timely project implementation. S/he will oversee day-to-day administrative operations, supervise the Project Assistant, coordinate with CRS support departments and project partners, and ensure that project resources, procurement actions, contracts, travel, and documentation are effectively managed. The position also provides technical and institutional strengthening support to PEF in enhancing its operational systems, including the review, updating, and operationalization of administrative, procurement, finance, and related policies and procedures to strengthen organizational effectiveness and compliance.

Responsibilities
Roles and Key Responsibilities

1. Procurement, Logistics, and Administrative Management

Lead the planning, coordination, and monitoring of procurement, logistics, travel, office administration, asset management, and operational support requirements of the project.
Ensure procurement requests are initiated, tracked, and completed in accordance with CRS policies and requirements.
Coordinate procurement processes, including quotations, bid evaluations, vendor communications, purchase requests, contracts, and delivery monitoring.
Oversee travel arrangements, travel authorizations, accommodations, vehicle scheduling, and logistics support for project activities.
Supervise office administration functions and ensure adequate operational support for staff, consultants, visitors, workshops, and field activities.
Ensure project assets and equipment are properly recorded, labelled, inventoried, maintained, and disposed of in compliance with CRS policies.
Supervise and provide technical guidance to the Project Assistant.
2. Operational Coordination and Implementation Support

Serve as the focal person for coordinating project operational requirements among Programs, Procurement, Finance, HR, ICT, Administration, and project partners.
Monitor administrative and operational readiness of project activities and proactively address bottlenecks that may affect implementation.
Support project planning processes by ensuring timely availability of logistics, procurement, staffing, and operational resources.
Coordinate consultant onboarding, contracting, payments, travel, and operational requirements.
3. Partner Operations Strengthening and Subaward Administration

Support administration of subawards, partner agreements, amendments, and related compliance requirements.
Coordinate submission, tracking, organization, and filing of partner deliverables and supporting documentation.
Work closely with PEF to strengthen operational systems and business processes.
Lead or support reviews of PEF operational policies, procedures, and internal systems.
Support capacity strengthening initiatives that improve partner compliance, efficiency, accountability, and institutional sustainability.
4. Records Management, Compliance, and Audit Support

Maintain complete, accurate, organized, and audit-ready procurement, administrative, and operational records.
Manage administrative filing systems, document repositories, and project records in accordance with CRS and donor requirements.
Monitor contract files, procurement documentation, asset records, and administrative trackers to ensure completeness and compliance.
Support internal audits, compliance reviews, donor assessments, and monitoring visits.
Ensure timely resolution of audit findings and administrative compliance issues.
Monitor and follow up on expiring contracts, agreements, permits, and other administrative requirements.
Qualifications
Basic Qualifications

Bachelor's Degree in Business Administration, Public Administration, Management, Accounting, Finance, Development Management, or related field.
Minimum of 5 years of experience in administration, procurement, logistics, operations, grants, or project support functions.
At least 2 years of supervisory experience.
Experience managing procurement, contracts, logistics, travel, records management, and office administration.
Experience working with partner organizations and capacity strengthening initiatives is highly desirable.
Knowledge, Skills and Abilities

Operational and Administrative Management

Strong knowledge of procurement, logistics, administration, asset management, records management, and operational support systems.
Ability to establish and improve administrative systems and processes.
Ability to manage multiple priorities, deadlines, and operational requirements simultaneously.
Strong problem-solving and decision-making skills.
Partner Capacity Strengthening

Ability to assess organizational systems and recommend improvements.
Experience facilitating policy reviews, process improvements, and institutional strengthening initiatives.
Ability to coach and mentor partner staff on administrative and operational systems.
Communication and Leadership

Excellent interpersonal and relationship management skills.
Strong written and verbal communication skills.
Ability to supervise, coach, and develop staff.
Ability to work effectively across multifunctional teams and with diverse stakeholders.
Computer Skills

Advanced proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
Experience using procurement, finance, asset management, and document management systems.
Required Languages: Excellent spoken and written English.

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