ABOUT CHILDREN INTERNATIONAL

Children International, Inc., herein referred to as CII is an affiliate of Children International (CI), a global nonprofit, headquartered in Kansas City, USA,

Children International (CI) globally delivers child and youth development programming to break the cycle of generational poverty. Through a long-term, customized approach, we serve young people in 10 countries around the world for the first two decades of their lives.

By providing access to resources such as education, health care and positive role models, along with life skills and job skills they need to become sustainably employed adults, we are empowering our participants to improve their own lives, while transforming their families and communities. We are in it for the long haul, because we know that the nearly 220,000 children and youth we support around the world deserve a fighting chance.

As a locally registered organization, Children International, Inc. (CII) delivers programs that support children and youth across its service areas. With more than 200 staff and over 1,500 volunteers, CII serves nearly 47,000 children and youth across communities in Manila, Quezon City, Caloocan, Malabon and Bulacan; the cities of Legazpi and Tabaco; and the municipalities of Daraga, Malilipot, Santo Domingo and Bacacay in Albay, Bicol Region. CII is also preparing to expand operations into future service areas.

 

THE CAREER OPPORTUNITY (MORE ABOUT THE ROLE)

Children International, Inc. (CII) is initiating “Project – Path of Opportunity” to successfully introduce, establish, and launch Children International's programs and interventions within new geographical areas.  

Reporting the Facilities, Logistics and Administration Specialist (FLAS) – Shared Services Unit (SSU), The Support Services Assistant provides routine administrative and operational support to the Path of Opportunity Project deliverables in Negros, helping ensure the smooth implementation of project activities and day-to-day office operations. The role supports purchasing, facilities, fleet, logistics, records management, and general administrative processes by following established procedures, maintaining accurate documentation and trackers, coordinating routine activities with internal teams and external service providers, and supporting compliance with organizational policies, including child safeguarding requirements.

Working under the guidance of the FLAS - SSU and other designated staff, the role contributes to the efficient delivery of project activities by providing timely administrative support, monitoring routine transactions, maintaining organized records, and escalating non-routine issues through appropriate channels.

Success in this role requires strong organizational and coordination skills, attention to detail, effective stakeholder management, and the ability to work independently while collaborating across functions to support organizational and project objectives

 

RESPONSIBILITIES OF THIS ROLE

General Administration, Accounting and Records Support

  • Process routine administrative requests and correspondence, coordinate schedules and meetings, arrange approved travel or site visits, and provide day-to-day office support.
  • Receive payment documents, check basic completeness and legibility, log and scan records, route them to the proper reviewer, follow up on pending items, and escalate irregularities.
  • Organize and compile information for reports, management review, controls, and audits, and escalate exceptions, safety issues, service interruptions, and missed deadlines
  • Maintain accurate records, logs, databases, and trackers in line with confidentiality and retention rules.
  • Notify internal teams of procedures, required documents, schedules, pending actions, and transaction status.
  • Following Talent Growth instructions, arrange routine logistics and materials and maintain communications, attendance records, and files for approved recruitment, training, employee-engagement, and occupational safety and health activities.
  • Under the guidance of IT staff, provide routine support for field team technology needs - maintaining basic IT inventory and records, assisting with basic device setup and user-support activities, and escalating issues according to established procedures.
  • Relay and explain routine document requirements, schedules, and established processes to external parties.
  • Perform other routine administrative and transaction-support duties as requested.

Purchasing and Logistics

  • Under the guidance of the Purchasing coordinator, support basic purchasing transactions by requesting and compiling quotations and supplier documents, recording submissions, tracking purchase requests and purchase orders, and routing materials for evaluation and approval.
  • Monitor office supplies and coordinate approved facilities services, equipment servicing, maintenance, transportation, travel, courier, delivery and site-visit arrangements.
  • Coordinate routine facilities, fleet, and logistics activities under functional direction and according to established schedules and procedures.

Leadership & Development (Leader of Self Portrait Aligned)

  • Demonstrate behaviors aligned to CI values consistently
  • Complete assigned administrative support work accurately and within established timeframes.
  • Maintain effective, trust-based relationships with colleagues and external service providers.
  • Participate in assigned learning activities and apply feedback and established procedures to improve personal work.
  • Support continuous improvement initiatives and adapt quickly to change.
  • Share routine information with relevant colleagues and external parties and contribute to assigned team activities, maximizing collective impact for our children, youth, and families.

EDUCATION, EXPERIENCE AND KEY SKILLS:

  • A relevant bachelor’s degree and minimum 2 years of experience in similar role managing procurement support, logistics coordination administrative tasks like travel, office management, managing petty cash and records management preferably with a non-profit.
  • Strong knowledge of administrative processes, records management, documentation, filing systems, and transaction tracking.
  • Experience coordinating site visits, inspections, deliveries, field activities, and geographically dispersed teams as well as familiarity with local suppliers, service providers, government offices, and operating conditions in Negros is preferred.
  • Strong coordination, organizational skills, attention to detail with experience in data tracking, review, and record management.
  • Possess good interpersonal skills with the proven ability to collaborate effectively as a member of the team, manage and deal with conflict tactfully and build effective relationships with people across levels, both internally and externally – supplier, service providers, government agencies etc.
  • Tech Savy with proficiency in the use of Microsoft Office applications (Excel, Word, Outlook, and Teams) and able to learn procurement or enterprise systems.
  • Time management and planning skills with the ability to handle multiple deadlines and priorities smoothly.
  • Demonstrates integrity, accountability, professionalism, and judgment, particularly when handling confidential information.
  • Learning mentality characterized by listening, humility, and openness/courage to change.
  • Fluency in English and Filipino with strong verbal and written communication, documentation and reporting skills.

WORK AND TRAVEL REQUIREMENT

  • Work schedules may include weekend and evening hours depending on work requirements.
  • The role is field focused, and the incumbent must be comfortable and willing to travel often locally to different field sites and supplier locations depending on the spread and number of locations/cities covered by the Agency as required.

Overall Decision Making & Supervision

  • Decisions based on detailed instructions requiring occasional deviation from accepted practice.
  • General supervision.

 

      JOB INFORMATION

  • Job Title: Support Services Assistant – Path of Opportunity (previously known as Child Path) Initial Project – Negros 1
  • CI Leadership Portrait: Leader of Self
  • Department: Purchasing and Administration Department
  • Reports to: Facilities, Logistics and Administration Specialist (FLAS) – Shared Services Unit (SSU)
  • Other Primary Working Relationship:

Internal: Close coordination with relevant colleagues in the Support Services Department – Purchasing, Facilities, Logistics and Administration, IT, Accounting, TG, Service Area Coordinators and other local field staff

External: Suppliers, vendors, contractors, service providers, logistics partners, and relevant government agencies.

  • Grade: 4
  • Engagement (Type of Contract): Project based concluding on 31 December 2027

Children International and all its partners firmly support the principle and philosophy of equal opportunity for all individuals, regardless of age, race, gender, sexual orientation, creed, disability or any other protected category pursuant to applicable national, state or local law. Children International, Inc. (CII) is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers, and associates to share this commitment.

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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.