Operations Associate

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to mobilizing research, resources, and relationships to ensure that people everywhere can access the opportunities they need to lead full, healthy lives. Established with a mission to improve lives in lasting ways by advancing integrated, locally driven solutions, FHI 360 employs over 2,000 experts and operates in more than 50 countries worldwide. The organization focuses on various sectors including health, education, and economic development, working collaboratively with local communities and governments to address pressing global challenges.

Job Overview:
The Operations Associate plays a crucial role in providing operational and administrative support to ensure the timely, accurate, and compliant processing of project-related financial and procurement transactions. This position is integral to the success of the Meeting Targets and Maintaining Epidemic Control (EpiC) project, which is a global health initiative funded by the U.S. Department of State. The EpiC project aims to address critical gaps in the response to HIV among key populations in the Philippines, particularly in Greater Metro Manila. The Operations Associate will be responsible for vendor coordination, documentation review, payment processing, and maintaining trackers in accordance with FHI 360 policies and US/PEPFAR requirements. The role emphasizes transactional accuracy, documentation completeness, and effective coordination across operations, procurement, finance, and technical teams, ensuring that all activities align with national priorities and strategies.

Duties and Responsibilities:
The Operations Associate will be tasked with a variety of duties including: reviewing vendor billing statements, guest folios, trip tickets, and other supporting documents for completeness and compliance with project requirements; following up with vendors to secure necessary billing documents; coordinating corrections with vendors when discrepancies arise; creating and processing DPA Receipt Notes; ensuring all procurement and finance documentation is complete prior to payment submission; uploading proof of payment and supporting documents into relevant filing systems; securing original sales invoices from vendors post-payment; coordinating with technical/program teams to obtain required supporting documentation; liaising with the Procurement team to ensure vendor files are compliant; maintaining organized electronic and physical filing systems; assisting in updating RQ/PO trackers and budget monitoring tools; ensuring documentation meets internal policy standards and donor compliance; identifying documentation gaps; supporting internal and external audits; and providing general administrative support as assigned.

Required Qualifications:
Candidates must possess a Bachelor’s Degree and have a minimum of 1-3 years of related work experience in administrative, finance, procurement, or operations support, preferably in a donor-funded or development project setting. They should demonstrate experience with office administrative procedures, standards, and equipment, as well as proficiency in office software applications and computer spreadsheets. Experience in vendor coordination, billing review, or payment documentation is preferred. Strong attention to detail, the ability to manage multiple tasks accurately while meeting deadlines, and good problem-solving skills are essential.

Educational Background:
A Bachelor’s Degree is required for this position. The degree should ideally be in a field related to finance, business administration, or a similar area that supports the operational functions of the role.

Experience:
The position requires a minimum of 1-3 years of relevant work experience. This experience should be in areas such as administrative support, finance, procurement, or operations, with a preference for candidates who have worked in donor-funded or development project settings. Demonstrated experience with office administrative procedures and standards is also necessary.

Languages:
Fluency in English is mandatory, as candidates must be able to read, write, and speak the language proficiently. Additionally, fluency in the host country language is required, which is essential for effective communication within the local context.

Additional Notes:
This position is subject to FHI 360's equal opportunity and affirmative action policies, ensuring that no discrimination occurs based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, or any other characteristic protected under applicable law. The organization is committed to safeguarding against abuse, exploitation, and harassment in all work environments and programs. All offers of employment will be contingent upon appropriate screening checks, including reference, criminal record, and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), which involves requesting information from previous employers regarding any substantiated findings of misconduct. The organization offers a competitive benefits package and promotes a healthy work/life balance.