DURATION OF CONTRACT: 12 months (renewable)
DEPARTMENT: Finance and Administration
DIVISION: General Services Division
DUTY STATION: Los Baños, Laguna, Philippines
REPORTING TO: Director for Finance and Administration in close coordination with the SGP Project Manager
TERMS OF REFERENCE
A. BACKGROUND
The ASEAN Centre for Biodiversity (ACB), established in 2005, is ASEAN’s response to the challenge of biodiversity loss. It is an intergovernmental organisation that facilitates cooperation and coordination among the ASEAN Member States (AMS) and with regional and international organisations on the conservation and sustainable use of biological diversity, and the fair and equitable sharing of benefits arising from the use of such natural treasures.
The Small Grants Programme (SGP) by the ACB is a Financial Cooperation with the Federal Republic of Germany through KfW (German Development Bank) that aims to protect biological diversity in and around the ASEAN Heritage Parks (AHPs) in line with the interests of the local population. After two successful phases, KfW, in collaboration with the European Union, extended its support to a third SGP phase (SGP III).
The goal of the SGP III is to strengthen biodiversity conservation, management of natural resources in line with the basic needs of the local population in the ASEAN region and improve the livelihoods of communities in and around prioritised AHPs in Cambodia, Lao PDR, the Philippines, and Viet Nam
The ACB is seeking dynamic, innovative, and committed candidates for the position of SGP Logistics and Administrative Officer, who will provide administrative and logistical support to the implementation of SGP III, including assistance in the sourcing and procurement of works, goods, and services to ensure that project requirements are acquired efficiently and cost-effectively.
B. SCOPE OF DUTIES
Under the General Services Division of the Finance and Administration Department and the supervision of the Director for Finance and Administration in close coordination with the SGP Project Manager, the SGP Logistics and Administrative Officer shall provide support to the overall operations of the project, including the planning, directing, and coordinating administrative activities under the project, such as but not limited to the following duties and responsibilities:
- Administrative functions
a. Provide administrative functions of the Project including managing of activities, facilitation of supplies, travel arrangements and meetings and assisting office expenses;
b. Provide administrative support to the SGP Project Manager;
c. Facilitate and monitor payments to suppliers/service providers and fund transfers;
d. Provide assistance to SGP Finance and Accounting Officer in the preparation of financial reports, and other related requirements;
e. Provide assistance in the preparation of disbursement requests, and monitoring of expenditures;
f. Manage and monitor electronic and physical records/files of the SGP, including progress reports, grant contracts, work plans, photos, videos, and other SGP-related documents;
g. In coordination with the Project Management Unit (PMU), schedule and plan the procurement of goods, works, and services for SGP III;
h. Ensure consistency of all procurement activities within the Annual Procurement Plan, as well as ensure completeness of procurement documentation in line with requirements of both ACB and KfW Procurement Guidelines;
i. Facilitate the procurement process and coordinate closely with the Bids and Awards Committee (BAC);
j. Provide assistance in preparing BAC Resolutions and Minutes of Meeting;
k. Monitor and record assets, procurement activities and milestones for proper reporting to the relevant end-user when required, and ensure that approved purchases are cost-efficient and of high quality;
l. Prepare administrative requirements, procurement documents and reports, including but not limited to, Purchase Requests, technical specifications, terms of reference, programme of works, publications, invitations to tender, preparation of tender documents, evaluation of tenders, contract awarding, Purchase Order, Job Order, and Consultancy Contracts prior to submission to the BAC and/or Finance and Administration Department for endorsement to the Executive Director for approval; and
m. Support the ACB BAC in liaising with suppliers for both goods and services. - Logistics functions
a. Coordinate and oversee the logistical, administrative, and operational requirements for SGP Regional Project Coordination Unit (RPCU) meetings, SGP team meetings, project missions, and other official activities, in close collaboration with the SGP Project Team;
b. Manage and facilitate end-to-end travel arrangements for SGP-related activities, including the preparation and processing of travel authorities and travel orders, flight and transportation bookings, hotel accommodations, travel insurance, visa applications, and other travel-related documentation, ensuring compliance with organisational policies and procedures;
c. Liaise and coordinate with the General Services Officer to arrange transportation and vehicle requirements for SGP project activities, official missions, and the movement of guests, partners, consultants, and RPCU personnel;
d. Plan, organise, and manage events and meetings related to SGP projects, ensuring effective coordination, timely implementation, and adherence to approved plans, budgets, and project requirements;
e. Prepare, consolidate, and disseminate meeting and event documentation, including agendas, concept notes, invitations, presentations, briefing materials, minutes of meetings, reports, and official correspondence of SGP;
f. Support and participate in SGP project meetings, missions, conferences, and special events, providing administrative and logistical assistance as required;
g. Collaborate closely with the SGP Finance and Accounting Officer to monitor event budgets, facilitate financial reporting requirements, and ensure the availability of accurate and up-to-date financial information for project activities;
h. Conduct contract negotiations for venue preparation, accommodation and meeting packages including all relevant arrangements to ensure delivery of the SGP’s project requirement in every event; and
i. Gather information to achieve quality event productions; and ocular inspection of potential event venues for SGP events.
3. Perform other related tasks assigned by the Supervisor(s) from time to time.
C. QUALIFICATIONS
Education and Work Experience
● Bachelor’s Degree in natural or social sciences, development communication, business administration, management, or related field, with at least three (3) years of work-related experience on administrative, logistics, and procurement for development projects, or donor-funded programmes, or its equivalency requirements:
○ Non-related bachelor’s degree with at least five (5) years of work-related experience on administrative, logistics, and procurement for development projects, or donor-funded programmes
● Experience working and engaging in a multicultural and diverse environment, within a regional or international organisation, and on donor-funded projects involving grants and database management is an advantage
Skills
● Fluent in English, with strong written and presentation skills
● Proficient in standard computer applications, preferrable web-based programmes
● Proven capability to work effectively with international partners
● Ability to work independently and to manage multiple tasks effectively
● Ability to work productively and collaboratively within a team
Nationality
● Must be a citizen of the Philippines
D. COMPETENCY REQUIREMENTS
a. Core Values
● Integrity, professionalism and respect for diversity
● Cultural, gender, religion, race, nationality and age sensitivity and adaptability
● Treats all people fairly
● Prudence, dependability and accountability
b. Core Competencies
● Communication, teamwork, analytical, planning and organising, innovative, and technological awareness
E. APPLICATION PROCEDURE
Applicants should prepare the following and send all to acb.hr@aseanbiodiversity.org:
- A letter of intent of no more than two pages, elaborating on how his/her qualifications and experiences make him/her suitable for the position. Address the letter to Executive Director Dr. Jerome L. Montemayor. JP 2026-19 SGP Logistics and Administrative Officer to be indicated in the aforesaid letter.
- Updated curriculum vitae and diploma, or transcript of records
- A completed Job Application Form (which can be downloaded here)
The deadline for submission of completed applications is 24 October 2026. Only applications with complete documentary requirements (Letter of Intent, completed Job Application Form, and curriculum vitae) will be processed. Applications received beyond this date will not be considered. All applicants will be given notice as to the status of their application. Previous applicants may apply again.
F. ADDITIONAL INFORMATION
The ACB does not ask for payment at any stage of its recruitment process (application, processing, training, interviewing, testing, or other fees) nor authorises anyone to officially receive applications from prospective candidates, except through the ACB Human Resources Division. The public is strongly advised to be vigilant when dealing with financial transactions online and to report any suspicious individuals or accounts representing the ACB.
