General Role and Responsibilities:
The position serves as support for the smooth implementation of programs operating out of the Tacloban sub-office. The position is responsible for all administrative and procurement needs of the CRS/Tacloban sub-office office, vehicle management, and warehouse supervision. This position attends to legal concerns and relations with government offices as advised by senior management. This position collaborates with all departments within the Tacloban sub-office to ensure that programming and operations units receive the procurement and logistical support they need to achieve their objectives.

Specific Roles and Responsibilities:
Office Administration
• Responsible for all internal and external communication requirements of the office
• Oversee the Administration department, including the supervision of an Admin Assistant, to ensure alignment with CRS/PH policies and procedures.
• Ensures proper property management and records management systems are up to date and that administration staff and relevant programming staff understand property management policies and procedures
• Liaise with Administration-Manila for Country Program property management initiatives.
• Evaluates current office systems to improve efficiencies in receiving goods, purchasing office supplies, property labelling, key management, and other areas of administrative responsibilities.
• In the event the Admin Supervisor is delegated as acting HoO, s/he must ensure sufficient segregation of duties and internal controls. In this case, the Admin Supervisor, in the function as acting HoO, will not be at the same time the Requestor, Reviewer and Approver for purchasing processes.
Staff and Legal Administration
• Acts as liaison officer on Human Resource initiatives and activities such as timesheet and leave forms gathering, recruitment, benefits administration,
handing in of employment appointments/termination letters and employee information update.
• Liaises with lawyers on any legal matters as directed by Senior Management. Secures required government licenses and permits.
Procurement
• Manage procurement team to ensure that suppliers of goods and services are selected in terms of least cost, quality and on time delivery.
• Ensure vendor database, including due diligence procedures for all vendors, is complete and up-to-date. • Ensure that items and services are being delivered in a timely way, and facilitate communications with other units (programming and operations) in the case of delays or other obstacles.
• Oversee adherence to CRS’ and donor procurement regulations, including compliance to the Patriot Act.
• Ensures adhere to CRS global and CRS/Philippines procurement policies and procedures, and ensures all staff in the Tacloban sub-office understand and follow the policies
• Prepares and maintains Approved Suppliers List.
• Conduct spot checks to ensure adhere to CRS’ policy on Conflict of Interest and Fraud Reporting.
Vehicle Administration
• Oversee the accurate use of the CRS Vehicle Management System and work with fleet and logistics team to ensure proper coding and approval of vehicle travel.
• Reviews VMS Reports for submission to Manila office.
• Ensure vehicles are checked regularly and adhere to CRS security guidelines.
• Coordinate vehicle repairs and maintenance with local shops.
• Ensure the cost-efficient and timely servicing of vehicles.
• Continually seek ways to improve the logistics and fleet services provided to CRS staff in Tacloban.
• Make recommendations to HoO for how to improve quality and cost-efficiency of vehicle administration.
• Ensure all CRS vehicle policies and procedures are followed.
• Ensure proper management of contracts related to vehicle management
Warehouse Management:
• Ensure the efficiency, accountability and transparency of the warehousing and commodity delivery operation of CRS projects in Tacloban, in accordance with CRS and donor regulations, policies and procedures.
• Assist, as necessary and/or requested, with the importation of non-food commodities and other relief materials, including inland shipping and storage.
• Develop and/or ensure the use of effective and efficient commodity management and tracking systems as required or requested. Review systems regularly and revise as necessary.
• Ensure the setup of a viable and rational document filing system. Provide for the security of commodity management documents and files.
• Ensure proper management of contracts related to warehouse management.
• Regularly monitor warehouse operations and work with Warehouse Supervisor to identify and implement improvements.
Supervision:
• This position supervises a Warehouse Supervisor, an Administrative Assistant, and a Procurement officer (who supervises 4 drivers).
• This position is expected to delegate, coach and evaluate staff performance
• This position should cultivate a sense of team and promote professionalism among all support staff to achieve the overall objectives of the CRS program in Tacloban
• This position will identify training needs of the staff on her/his team, and then support them to meet their training needs in order to sharpen skills, improve efficiency and increase competency.
Reporting:
The Admin Supervisor must ensure the completion and review of the following reports:
• Quarterly updating of Approved Suppliers’ List
• Monthly VMS Reports
• Quarterly Property Inventory Report
• Monthly Warehouse Inventory Report

Minimum Qualifications:
Education
Bachelor’s Degree in business administration, accounting, management, human resources, psychology or related field.
Experience
• Minimum seven years’ experience in office administration with accounting exposure, procurement and vehicle management.
• Minimum five years’ experience supervising staff, with proven experience in planning, organization, staff management and staff development.

Knowledge:
• Excellent understanding of local NGOs and government system
• Knowledge and appreciation of the vision and mission of CRS.
• Solid understanding of procurement principles, fleet management and warehouse management, including generally accepted commodity accounting principles.

Skills:
• Computer proficiency in Microsoft Office Excel, Microsoft Word
• Effective skills in mentoring and capacity building with staff and partners
• Proven strong analytical and problem-solving skills
• Strong negotiation skills
• Proven leadership and staff management skills.
• Proficiency in English and Pilipino; other local languages a strong advantage.

Abilities:
• Possesses an attitude of service and support.
• Ability to embrace the challenge of working under pressure.
• Mature disposition in appropriately managing sensitive situations; ability to modulate emotions professionally at all times.
• Can work independently and be results-oriented
• Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up, and
• Demonstrated ability to manage a team and motivate staff.
• Proactively identify issues, involve appropriate stakeholders, and facilitate and implement timely solutions
• Strong communication capability to build good inter-personal relationship with partners and other staff • Willing to travel

HOW TO APPLY:
We encourage qualified and interested individuals to apply for the following career opportunities.
You may submit your Letter of Intent and CV until October 21, 2016 to ph_hr@global.crs.org. You may request for the Job Description from Mr. Eduardo Yunzal, Jr.—HR Manager at eduardojr.yunzal@crs.org.