Administrative Assistant - Quezon City

Long-term contract
Localisation Quezon City, Philippines
No remote
Posted on 03-27-2024


WWF has become one of the world's largest and most effective independent organizations dedicated to the conservation of nature.

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The Administrative Assistant will provide administrative support to WWF-Philippines projects/Units. He/she will liaise with the various project staff and partners. This position will assist in the communication and coordination of activities and directives of the Management appropriately.

Project/Unit: HR & Administrative Unit

Location: WWF-Philippines Headquarters, Quezon City

Works with:

  • Internal: Finance, Project teams, Employees in general.
  • External: Suppliers, Services providers and Contractors.


This position will report to the Administrative Officer assigned to manage this position. His/her specific functions, responsibilities, and expected deliverables are as follows:

  • Provides administrative support on a day-to-day basis.
  • Coordinates and assists in the preparation of documents, materials and logistics for various meetings, workshops and conferences;
  • Assists in the meetings and workshops from preparation, culmination, and conclusion of the event.
  • Makes travel arrangements, including coordination with different service providers and collaboration with the requesting Unit (Van rental request, Plane ticket request) to ensure service requirement is delivered.
  • Ensures that all billings and invoices of all service providers and suppliers are properly forwarded to the respective Unit for payment processing. That includes monitoring of payment of all 3rd party providers.
  • Ensures complete and organized filing system of the unit.
  • Acts as person-in-charge for conferences organized by KKPFI, such as function room reservations, logistics, food & beverage, and other arrangements necessary for its conduct.
  • Helps maintain project equipment inventory;
  • Prepares documents necessary to purchase supplies, equipment, and requests for service providers. Follows up payments and facilitates admin coordination with other WWF units and Projects;
  • Supports workplace administrative and logistical requirements such as office rental contract renewal, accounting-related activities, and others;
  • Coordinates with the Administrative Officer regarding project administrative matters;
  • Helps source vendors needed by the organization in the conduct of its operations;
  • Handles and facilitates routing of important documents for approval/signature, notarization, and other admin-related requests;
  • Helps monitor the Company credit card, service provider tracking/monitoring sheet
  • Performs other relevant tasks that may be assigned from time to time.


  • Administrative tasks are accomplished carefully and thoroughly, with appropriate questions asked when necessary to ensure that the job is done correctly;
  • Timely response and satisfactory completion of admin requests from projects;
  • Timely renewal of relevant permits;
  • Efficiently routes documents to the appropriate party, retains a copy for follow-up, and ensures completion of requests;
  • Timely payments made to suppliers and service providers;
  • Timely payments of billing statements.


As an equal employment opportunity employer, WWF does not discriminate based on an applicant’s race, religion, sex, gender, or disability status. Submissions by mail will not be accepted to reduce the use of paper. Due to the high volume of applications, inquiries via phone cannot be accepted.

Interested applicants can email their CV with a cover letter to Cliquez sur candidater pour accéder aux informations.

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