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Administrative Lead - Southeast Asia

Location: Manila, Philippines

About IDinsight

We amplify social impact by partnering with leaders to develop tailored solutions. Our mission is to use data and evidence to help leaders combat poverty worldwide.

IDinsight is a mission-driven global advisory, data analytics, and research organization that helps global development leaders maximize their social impact. We tailor a wide range of data and evidence tools, including randomized evaluations and machine learning, to help decision-makers design effective programs and rigorously test what works to support communities. We work with governments, multilateral agencies, foundations, and innovative non-profit organizations in Asia and Africa. Our work spans a wide range of sectors, including agriculture, education, health, governance, sanitation, financial inclusion, and other areas.

We have expertise in a variety of rigorous approaches and methodologies, which we tailor to each client depending on their needs and constraints. To achieve a positive social impact we:

  • Support clients’ use of data and evidence for routine and major decision-making.
  • Inform funding decisions – toward high-impact initiatives and away from less effective programs or approaches.
  • Create and share tools, knowledge, and ideas that expand the use of data and evidence for social good.

Our diverse, growing team of more than 300 outstanding colleagues operate in nearly two dozen countries around the world.  Learn more about our mission and values at www.IDinsight.org.  

We are seeking an individual who possesses exceptional attention to detail and thrives in an entrepreneurial, global setting. The Administrative Lead will oversee general office administration and operations which include vendor management, procurement, logistics, and support to finance and compliance.

About the Administrative Lead role

Responsibilities

  • General Office Administration:
    • Manage incoming calls and handle general email inquiries.
    • Act as the primary point of contact for vendors and service providers, including building management, service providers, and external accounting firms.
    • Prepare, process, and follow up with relevant government agencies or external vendors on company registrations, certifications, permits, or renewals.
    • Maintain a comprehensive filing system, ensuring the accuracy and security of all business and employee-related documents, both in physical and electronic formats.
    • Develop and manage a supplier database for office supplies and professional and logistical services.
    • Collaborate with the Office Assistant and building management to supervise the maintenance and functionality of the physical office space. 
    • Perform additional administrative duties as necessary.

 

  • Finance Support:
    • Manage the office petty cash and prepare detailed monthly expense reports.
    • Support the compliance and payments teams to monitor and ensure timely processing and payments of government and statutory contributions.
    • Maintain and update expense trackers and submit a quarterly report for all events organized by the SCC and PD Working Group.
    • Facilitate the submission of payment requests for the office and update the respective vendors on payment status.
    • Maintain internal tracker for payments, tax certificates, and collection of official receipts from vendors.

 

    • Employee Experience:
  • Onboarding and Offboarding
  • Prepare employment contracts and manage employee records. Ensure the accurate completion and proper filing of all essential employment documents.
  • Assist with the scheduling of onboarding sessions for new hires.
  • When necessary, assist the new hires with the registration to government agencies (BIR, PhilHealth, SSS, and Pag-IBIG), opening of payroll bank accounts, preparation of company ID and business cards, etc.
  • For expatriate employees, in coordination with the local immigration firm, ensure completeness of documents for the application, renewals, and cancellations of work documents (e.g. permits, statutory benefits, clearance)
  • Coordinate with Payroll and/or external Employers of Record for enrollment of new hires and removal of departing employees in payroll systems
  • Employee Support
  • Provide administrative support in safety & security, logistics, and travel arrangements for expatriate and visiting staff.
    • Extend administrative and logistical support to the SCC Committee and PD Working Group whenever necessary.

 

  • Project Assistance:
    • Assist with logistics for project organized activities such as identifying venues, transportation providers, requesting proposals from vendors, etc., and maintain up to date vendor database. 
    • Support the preparation of business-related requisites essential for project procurement and contractual agreements.
    • Provide support in the preparation of contracts for project staff. 
    • Perform other related administrative duties, as required.

 

Qualifications

Knowledge, skills, and abilities

  • 3-5 years of relevant experience in office operations, human resources, finance and administrative work. 

  • Bachelor’s degree in Business Administration, Human Resources, Management, Accounting, or any related field.
  • Strong verbal and written communication skills in English. Working proficiency in other SEA regional languages such as Tagalog, Bahasa and Vietnamese will be an advantage.
  • Demonstrate proficiency in working in a technology-intensive environment, including familiarity with tools such as Slack, G-Suite, and Microsoft Office.
  • Experience working in an administrative or operations management capacity in an international organization is desirable.

 

Behaviours and mindsets

  • Highly organized, attentive to deadlines, and able to manage a high volume of work with efficiency and under minimal supervision
  • Demonstrated ability to be a self-starter and fast learner; resourceful and resilient in the face of challenges
  • Ability to interact and engage with employees from diverse backgrounds, and maintain office culture and morale

 

Professional development

Skill and career development are core to IDinsight's values and long-term impact strategy, and have been noted highlights of teammates’ experiences. IDinsighters receive significant mentorship from IDinsight leadership, support from talented peers, and are given considerable autonomy when ready. They maintain professional development plans and are given "stretch" opportunities designed to strengthen a variety of skills. Real-time feedback is embedded in our culture and formal structure enables maximum professional growth. Additionally, teammates have access to an annual professional development stipend that they are encouraged to utilize to explore their career interests and develop their skills.

Nuts & bolts

Location

The Administrative Lead will be based in IDinsight’s Southeast Asia headquarters in Manila, Philippines.

Start date

We are looking for candidates who can start by January 2024.

Compensation

Compensation and benefits are commensurate with the qualifications and experiences IDinsight is hiring for, and competitive within the global development sector. We are especially proud of the people-focused benefits we offer including comprehensive international health insurance, including mental health coverage; paid vacation, sick, and parental leave; relocation benefits; a travel stipend; technology and work-from-home stipends; a professional development budget; and more.

Please note, as a non-profit, we are unable to provide compensation similar to leading private sector organizations. 

How to apply

Please click the "Apply for this job online" button at the top right. The application asks various questions in order for us to get to know you, and requires a CV and cover letter

Please ensure that your CV includes relevant professional and personal experience as well as details on academic qualifications. CVs can range from one to two pages. Please note, headshot photographs, parental details, birth dates, marital status and other personal information not relevant to the application do not need to be included in your CV. Additionally, we strongly encourage you to use your cover letter to highlight why you want to work for IDinsight specifically, and what has prepared you to succeed in the role you’re applying for. A customized cover letter is an important part of IDinsight’s recruiting process as it allows us to understand your motivations for the position, relevant skills, and clarity of writing.

More information, including details on IDinsight’s hiring process and frequently asked questions, can be found online at IDinsight Careers. Any questions should be directed to sea.careers@IDinsight.org. 

IDinsight’s commitment to reducing power asymmetries

IDinsight is committed to reducing power asymmetries in the social sector. Our commitment to diversity, equity, and inclusion reflects our understanding of the need for the sector to abandon unhealthy practices of the past. We wish to be part of a new generation of international NGOs who are honest about this history and transparent about our role in the present. Our commitment is also aligned with the impact of our work. 

We seek a workforce that is inclusive of a variety of perspectives that will help us refine and improve our methods and relationships, and strengthen the services we provide our clients and their communities or constituencies. The following commitments represent our vision for the IDinsight team:

  1. IDinsight will have greater representation from the populations with whom we work and clients we serve.
  2. IDinsight will have greater representation from the countries in which we work.
  3. Across all countries in which we recruit, we will seek greater representation from historically excluded communities.
  4. IDinsight will foster an inclusive work culture that empowers a diverse team to do their best work.

IDinsight is an equal opportunity employer and strives to create a diverse and supportive workplace. 



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