News, Events, and Opportunities

POSITION TITLE : Administrative and Records Officer
DIVISION : General Services Division
DEPARTMENT : Finance and Administration Department
DUTY STATION : ACB Headquarters, Los Baños, Laguna, Philippines
IMMEDIATE SUPERVISOR : Director for Finance and Administration

TERMS OF REFERENCE

A. BACKGROUND

The ASEAN Centre for Biodiversity (ACB) is an intergovernmental organisation established through an agreement among the Governments of the Member States of the Association of Southeast Asian Nations (ASEAN) in 2005. The ACB facilitates cooperation and coordination among the members of ASEAN, and with relevant national governments, 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 biodiversity in the ASEAN region. Since its establishment, the ACB has lived up to its mandate of strengthening national and regional capacity for biodiversity conservation.

The General Services Division (Property, Logistics, Procurement and Records) is responsible or the administrative needs of the Centre, such as property, logistics and institutional records management. It is the custodian of the property, plant and equipment of the Centre, and is responsible for monitoring and keeping the inventory records of all fixed assets. Likewise, this division is also the custodian of the institutional documents (i.e. contracts, MoUs, MoAs, Governing Board decisions and reports, report of proceedings of the AWGs wherein ACB participates, etc.).

The ACB is looking for an Administrative and Records Officer, who will be responsible for day-to-day task management within the Finance and Administration Department. This role requires multitasking across a range of responsibilities, including scheduling, receiving and forwarding communications, and taking care of more general clerical duties. He/She is also responsible for processing, storing, retrieving and managing hard copy and digital records and information of the organisation.

B. SCOPE OF DUTIES

Under the General Services Division of the Finance and Administration Department and supervision of the Director for Finance and Administration, the Administrative and Records Officer will perform the following:

1. Administrative functions
   a. Collaborate with concerned staff to identify and deliver the required administrative support operations for the Centre;
   b. Collaborate with concerned staff for the preparation and implementation of annual administrative budget (i.e. Security Services, Building Repairs, Maintenance of Air Conditioning System, ACB Staff Health Care and Accident Insurance, and others);
   c. Review and recommend to the Director for Finance and Administration the approval of financial vouchers;
   d. Preparation of draft policies that have administrative concerns;
   e. Act as authority to concur with the immediate supervisor for purchase order/requisition (budgeted) and outright purchases of budgeted items.
   f. Assist the Finance and Administration team in the preparation of reports and other documents;
   g. Proofreading and checking the various documents for signature of the Director for Finance and Administration
   g. Draft memos, letters, correspondences, requests and reports;
   h. Record and take the minutes of the meeting during the Finance and Administration monthly meeting as needed.
2. Records Management
   a. Establish, implement, and maintain a systematic records management system and control the creation, use, transmission, retention, maintenance, storage, retrieval, preservation and disposition of operational records;
   b. Establish and maintain a configuration for a clean and orderly records storage room that will ensure safety and security of records but easy access and retrieval as needed;
3. Library Management System (LMS)
   a. Manage the Library Management System (LMS) by organising documents,setting access controls, and ensuring compliance with legal standards;
   b. Conduct audits, generate reports, and provide user training and support; and
   c. Perform regular system maintenance and oversee records retention and disposal.
4. Verify and certify documents emanating from the Centre or documents in possession; and
5. Perform other related tasks that maybe assigned by the Supervisor(s) from time to time.

C. QUALIFICATIONS

Education and Work Experience

• Must have at least a bachelor’s degree in Business Administration, Economics, or any related fields and three (3) years of related work experiences or its equivalency requirements:
• Board eligibility and one (1) year related work experience; or
• Non-Related Bachelor’s Degree and five (5) years related work experiences

Skills

• Excellent knowledge of the English language and with excellent writing, presentation, and communication skills
• Adept at working within a multicultural working environment
• Ability to work independently and to manage effectively different tasks
• Able to use computer applications, in particular, MS Office and creative software
• Skills in office administration, electronic document management, and record keeping or records management
• Keen to details

Other Preferences

• With work experience in document archiving and records management
• Previous work experience in a regional/International organisation in the ASEAN is an advantage
• With work experience in the Enterprise Resource Planning System particularly in the development of quality policies and process work instructions.

Nationality

• Must be a citizen of the Philippines

D. COMPETENCY REQUIREMENTS

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 Core Competencies:
• Communication, teamwork, planning, and organising, accountability, commitment to continuous learning, and technological awareness.

E. APPLICATION PROCEDURE

Applicants should prepare the following and send all to acb.hr@aseanbiodiversity.org:

1. A letter of intent of no more than two pages, elaborating how his/her qualifications and experiences make him/her suitable for the position. Address the letter to Executive Director Dr. Theresa Mundita S. Lim. JP 2024-31 Administrative and Records Officer be indicated in the aforesaid letter.
2. Updated curriculum vitae, and diploma, or transcript of records
3. A completed Job Application Form (which can be downloaded here)

Deadline for submission of completed applications is on 26 October 2024. 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 fee) 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.