Overview

FHI 360 is seeking applications for the position of Operations Associate for the Meeting Targets and Maintaining Epidemic Control (EpiC) – HIV project in the Philippines. EpiC is a multi-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). In the Philippines, EpiC-HIV works in Greater Metro Manila (GMM) covering NCR, CALABARZON, and Central Luzon to address critical gaps and bottlenecks in the response to HIV among key populations (KP) in the Philippines and build capacity of local, community based KP organizations and work closely with the government of the Philippines to deliver HIV services tailored to the needs of KPs.

Key Responsibilities

• Follow up with vendors to get the statement of account or billing statement, guest folio, trip tickets, etc.
• Review billing statements and other supporting documents for accuracy and completeness.
• Coordinate with vendors to correct billing statements with errors.

• Coordinate with the technical/program team for other supporting documents such as activity reports, goods receipt, attendance sheet, etc.
• Create DPA Receipt Note and ensure all required procurement and finance supporting documents are updated and complete before submitting for payment processing.
• Coordinate / Liaise with the Procurement team in updating and securing vendors’ file/folders.
• After release of payment to vendors, shall be responsible for securing from the Vendor the original copies of sales invoices (used to be the Official Receipt as acknowledgement or proof of receipt of payment)

• Assist the Procurement Team in updating the RQ/PO and/or budget trackers implemented by the project/s.
• Assist in uploading proof of payments in DPA.
• Other tasks to be assigned.

Required Skills and Qualifications

• Bachelor’s degree
• Minimum of 2 years’ related work experience in administrative support is preferred
• Manage a variety of activities and pay close attention to detail.
• Proficient use of Microsoft Office and computer software skills.

• Good problem-solving skills, well organized and detail oriented.
• Ability to analyze and interpret data, identify errors, and prepare reports.
• Ability to work well with others and independently.