Reporting to the Finance Director, the Administrative Officer is responsible for overseeing various administrative tasks, procurement, inventory management, and ensuring compliance with the applicable laws and regulations for the organization.  Additionally, this role will provide direct supervision to the Administrative Assistants, ensuring cohesive and efficient coordination of administrative duties across the organization. Collaboration with all other departments will be crucial for ensuring smooth day-to-day operations.

Responsibilities:

• Office administration
  • Manage office supplies and equipment, including ordering, restocking, and maintaining inventory levels.
  • Coordinate office maintenance and repairs as needed.
  • Handle incoming and outgoing correspondence, including mail, emails, and phone calls.
  • Organize and schedule meetings, appointments, and travel arrangements for staff.
  • Assist in the preparation of reports, presentations, and other documents as required.
• Procurement
  • Source and evaluate suppliers/vendors to obtain competitive pricing and quality products/services.
  • Process purchase orders and ensure timely delivery of goods and services.
  • Negotiate contracts and agreements with suppliers/vendors.
  • Maintain accurate records of purchases, contracts, and pricing information.
• Inventory management
  • Monitor and track inventory levels to ensure adequate stock is maintained.
  • Conduct regular inventory audits to reconcile discrepancies and identify obsolete or excess items.
  • Coordinate with relevant departments to forecast inventory needs and optimize stock levels.
  • Implement inventory management systems or tools to streamline processes and improve efficiency.
• Compliance
  • Ensure compliance with organization policies, procedures, and regulatory requirements.
  • Keep abreast of changes in regulations and standards relevant to the organization’s operations.
  • Assist in conducting internal audits to assess compliance with policies and regulations.
  • Collaborate with stakeholders to develop and implement compliance training programs for staff.
• Supervision of Administrative Assistants
  • Provide guidance, training and supervision to administrative assistants
  • Assign tasks and ensure deadlines are met
  • Provide feedback on performance to administrative assistants regularly and for annual evaluations
  • Foster a positive and productive work environment for the administrative team

• Perform other necessary duties as assigned, that are well within the skills and physical capability

Requirements:

• Bachelor’s degree in Business Administration, Management, or a related field
• Strong and verifiable proficiency spanning a minimum of 3 years in office administration, procurement, inventory management, and compliance
• Strong organizational and time management skills with the ability to prioritize tasks effectively
• Excellent communication and interpersonal abilities
• Proficiency in Google workspace
• Knowledge of procurement processes and best practices
• Familiarity with inventory management systems is an advantage
• Excellent attention to detail and accuracy in record-keeping
• Ability to work independently and as part of a team
• Commitment to the mission and values of Ugat ng Kalusugan

Qualified applicants should send a cover letter, resume and contact information of 3 references to jobs@rootsofhealth.org as soon as possible. 

Type: “Administrative Officer” in the subject line.

Incomplete applications will not be considered. 

Due to the volume of applications, only shortlisted applicants will be contacted for interviews. 

About Roots of Health

Roots of Health /Ugat ng Kalusugan is a nonprofit organization focused on improving the health of women and girls, and their communities, in Puerto Princesa, Palawan, in the Philippines. The organization’s primary objective is to empower women and young people to live healthy reproductive lives in Palawan, Philippines. We improve women’s reproductive health and decrease the number of unplanned pregnancies and HIV incidence by providing sexuality health education and access to modern contraceptives through our clinical services program. Our activities are guided by the international human rights framework, which includes a core belief that health is a human right, and activities are carried out using a community-based approach.