Career Opportunities
Asia Society Philippine Foundation, Inc. is looking for a
Program and Admin Assistant
DEPARTMENT: Programs and Admin
REPORTS TO: Executive Director, Program Officer, Admin and Center Operations Officer
PURPOSE: The Program and Admin Assistant will work closely with the Executive Director and Program Officer in the development and implementation of programs and activities of the Center. Additionally, the Program and Admin Assistant will also support the Admin and Center Operations Officer in coordinating and executing the Center’s administrative duties and activities.
RESPONSIBILITIES:
- Support the Executive Director and Program Officer in planning, executing, and monitoring of the Center’s programs and activities.
- Attend to the logistics related to the center’s programs and/or administrative activities, such as, but not limited to, securing approvals and signatures, collecting and retrieving documents, and liaising with relevant offices/contact persons under the supervision of the Admin and Center Operations Officer and/or the Program Officer, as the case may be.
- Maintain information and other administrative systems – including financial and human resources administration as required – and ensure effective access to up-to-date information for the Executive Director.
- Serve as an administrative liaison to partners, government agencies, and other mandated organizations.
- Assist with financial administration including expenditure monitoring and reporting under the supervision of the Admin and Center Operations Officer and in collaboration with the Program Officer.
- Coordinate both external and internal meetings on behalf of the Executive Director and Program Officer.
- Assist the Admin and Center Operations Officer in managing the Center’s Membership and Internship programs.
- Assist in the preparation of necessary documents requested by the Programs team and/or the Admin and Center Operations Officer.
- Ensure compliance and adherence to established policies and procedures.
- Other duties as assigned
REQUIREMENTS:
- Bachelor’s degree and 1-3 years of relevant program management or administrative experience; open to fresh graduates.
- Outstanding oral and written communication skills, including proofreading, and ability to research information and present it concisely.
- Must be able to coordinate a variety of tasks simultaneously, consistently following up on details, and ensuring that tasks are successfully completed and completely performed.
- Proven organizational skills, with a strong ability to set priorities, manage multiple tasks, work independently, and function under pressure.
- Experience in working in a fast-paced and dynamic environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); knowledge in Adobe Photoshop and/or Canva is preferred;
HOW TO APPLY:
Submit your (a) Resume and (b) Cover Letter addressed to:
Marco Antonio Luisito V. Sardillo III
Executive Director
Asia Society Philippine Foundation, Inc.
Email: [email protected]
- Indicate “Application: Program and Admin Assistant” in the subject line of the email.
- Applications with incomplete requirements will not be accepted.
- Please direct all relevant questions/clarifications concerning this job description to [email protected]. No phone calls, please.
- Only those candidates considered for an interview will be contacted. Please regard your application as received unless your email bounced back.
- ASPF reserves the right to request further requirements or information from candidates (including, but not limited to professional references, etc), at any juncture of the recruitment process.
- Preference shall be given to applicants who are able to start immediately/ASAP.
Asia Society is an equal opportunity employer.
Admin and Center Operations Officer
DEPARTMENT: Administrative
REPORTS TO: Executive Director
PURPOSE: The Administrative and Center Operations Officer will establish and maintain efficient administrative systems and control mechanisms to support the smooth running of the operations and ensure compliance with administrative, human resources, and financial rules and procedures.
RESPONSIBILITIES:
ACCOUNTING SERVICES
- Use an Accounting System called NetSuite.
- Discuss and review the accounts (both general and subsidiary ledgers) that will be used on the transactions of Asia Society Philippine Foundation, Inc.
- Discuss and seek approval if there will be any suggestion and changes to the existing accounts used.
- Prepare and set-up the chart of accounts in NetSuite.
A. Monthly financial record keeping and preparation of tax returns
- Obtain invoices and official receipts.
- Preparation of payroll.
- Preparation of Check Vouchers and checks for disbursements.
- Records disbursement transactions – on the basis of the supporting documents such as billing statements, invoices, official receipts and statement of accounts and other supporting documents.
- Records receipts from donations and member fees – on the basis of the official receipts issued and other supporting documents.
- Prepare monthly balance sheet, income statement and cash flows.
- Prepare monthly bank reconciliation.Prepare the monthly and annual returns for expanded and final withholding tax.
- Prepare the income tax returns.
- Maintain the Bureau of Internal Revenue (BIR) registered book of accounts of the Company.
- Prepare the monthly government remittances (SSS, PHIC and Pag-IBIG).
- In-charge of the Health Maintenance Organization (HMO).Initiate program budget review and planning.
- Leading the yearly audit process with the external auditors.
- Responsibility for the Financial Statements.
ADMINISTRATIVE AND ASP CENTER OPERATIONS
- Manage and supervise all internal Asia Society Philippines operations including:
- The execution of recurring programs
- The ASP membership network
- Maintain and develop information, operations and other administrative systems – including financial and human resources administration as required – and ensure effective access to up-to-date information for the Executive Director.
- Serve as an administrative liaison to government agencies and other mandated organizations.
- Ensure compliance and adherence to established policies and procedures.
- Other duties as assigned.
REQUIREMENTS:
- Must be a Graduate of Finance, Accounting, or any equivalent business course
- At least 2-3 years’ experience in General Accounting or External Audit on a supervisory level.
- Highly skilled and proficient at verifying financial or transactional data;
- Highly organized and able to manage multiple tasks and deadlines efficiently.
- Knowledge of accounting processes and tools.
- Solid understanding of accounting principles, financial reporting, and tax regulations.
- Strong analytical and problem-solving skills, attention to detail, and ability to work independently.
- Excellent verbal and written communication skills;
- Proficiency in using accounting software (NetSuite) and spreadsheet applications, such as Microsoft Excel, is required.
HOW TO APPLY:
Submit your (a) Resume and (b) Cover Letter to:
Marco Antonio Luisito V. Sardillo III
Executive Director
Asia Society Philippine Foundation, Inc.
Email: [email protected]
- Indicate “Application: Admin and Center Operations Officer” in the email subject line.
- Applications with incomplete requirements will not be accepted.
- Please direct all relevant questions/clarifications concerning this job description to [email protected]. No phone calls, please.
- Only those candidates considered for an interview will be contacted. Please regard your application as received unless your email bounced back.
- ASPF reserves the right to request further requirements or information from candidates (including, but not limited to professional references, etc), at any juncture of the recruitment process.
- * Depending on the qualification and experience of the elected candidate, he or she may also be qualified to serve as ASP's Center Operations Manager. ASPF serves the exclusive right and prerogative to extend a job offer (respecting either of these positions) as it may deem appropriate.
- Preference shall be given to applicants who are able to start immediately/ASAP.
Asia Society Philippines is an equal opportunity employer.