Office Services Assistant

ABOUT FHI 360: FHI 360 is a nonprofit organization that mobilizes research, resources and relationships so that people everywhere can access the opportunities they need to lead full, healthy lives. Our staff of more than 2,000 experts work in over 50 countries around the world. PROJECT OVERVIEW: The Meeting Targets and Maintaining Epidemic Control (EpiC) project is a global health initiative funded by the U.S. Department of State, running from 2019 to 2027. In the Philippines, EpiC’s Global Health Security (GHS) Project aims to strengthen national, subnational, and local capacities for the prevention, detection, and response to public health emergencies, including pandemic preparedness. Support is delivered across multiple technical areas, including Zoonotic Diseases, Biosafety and Biosecurity, National Laboratory Systems, Surveillance, Public Health Emergency Management, Infection Prevention and Control (IPC), and Evidence-Based Public Health Messaging. All activities and sub-activities under each technical area are aligned with and informed by national priorities and strategies, including the National Action Plan for Health Security (2025–2030), the National Framework of the Philippine Health Laboratory System (PHLS), and the National Laboratory Strategic Plan (NLSP) 2025–2030. JOB SUMMARY: The Office Services Assistant will provide general administrative and operational support to the Country Office and project to ensure smooth daily office operations, efficient supply keeping, and a clean, safe, well-maintained work environment. The role includes reception of deliveries, facilities upkeep, meeting and event support, and occasional field assistance. This position will report directly to the Country Representative and will be supervised by the Administrative Specialist. DUTIES AND KEY RESPONSIBILITIES: To carry out routine tasks: photocopying, binding, laminating, scanning, filing, and processing incoming/outgoing mail. Receive, log, sort, and distribute deliveries and packages; ensure items are accessible and clearly labeled. Maintain inventory levels for office supply cabinets and pantry items; place orders and follow up to ensure timely replenishment Maintains supply Sign-up Logs Maintain clear, up-to-date sign-up and usage logs for shared supplies and equipment. Coordinate regular supply inventory checks and report discrepancies Ensure office equipment is stored safely and handled correctly; coordinate basic preventive care and arrange repairs as needed. Keep common areas, pantry, workstations, conference room and reception area, clean and orderly. Perform weekly deep-cleaning tasks (vacuuming chairs, dusting and wiping surfaces to prevent mold, cleaning of grease trap, etc.). Arrange and coordinate meeting rooms and event logistics (setup, AV equipment, refreshments, signage). Liaise with vendor for catering and water delivery, and other office services. Act as liaison for out-of-office errands and assist with basic government or bank transactions when required. Primarily office-based with occasional errands and field support. May require bending, lifting, and manual handling of supplies and equipment. Assist supervisors in ensuring project administration and operation run smoothly. Perform additional duties as assigned by supervisors to support team and organizational needs. QUALIFICATIONS & SKILLS: High school diploma or equivalent; vocational/technical certificate or relevant training preferred. 1–2 years’ experience in office administration, facilities, or a similar support role preferred. Strong organizational skills and attention to detail. Good communication and interpersonal skills; able to coordinate with vendors (delivery receiving coordination) and internal teams. Basic computer skills (email, MS Office) and ability to maintain simple logs/records. Ability to lift and move moderate weights (furniture, boxes) and to perform light physical tasks. Reliable, proactive, and able to work independently with minimal supervision. This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time. FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law. Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks. FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws. FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org. FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself. Please click here to continue searching FHI 360's Career Portal. FHI 360 is a global organization that mobilizes research, resources and relationships so people everywhere have access to the opportunities they need to lead full and healthy lives. To learn more, visit fhi360.org. FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law. FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org. FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.