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-HIV project works in Greater Metro Manila (GMM) covering NCR, CALABARZON, and Central Luzon to address critical gaps and bottlenecks in the response to HIV among key populations (KP) in the Philippines and build capacity of local, community based KP organizations and work closely with the government of the Philippines to deliver HIV services tailored to the needs of KPs.
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 Operations Associate provides operational and administrative support to ensure timely, accurate, and compliant processing of project-related financial and procurement transactions. The role supports vendor coordination, documentation review, payment processing, and tracker maintenance in accordance with FHI360 policies and US/PEPFAR requirements.
The position focuses on transactional accuracy, documentation completeness, and coordination across operations, procurement, finance, and technical teams.
DUTIES AND KEY RESPONSIBILITIES:
Payment and documentation process
Review vendor billing statements, guest folios, trip tickets, and other supporting documents for completeness, accuracy, and compliance with project requirements.
Follow up with vendors to secure Statement of Account (SOA), invoices, and other required billing documents.
Coordinate corrections with vendors when discrepancies or errors are identified.
Create and process DPA Receipt Notes and ensure all required procurement and finance documentation is complete prior to payment submission.
Upload proof of payment and supporting documents into DPA and relevant filing systems.
Secure original sales invoice from vendors, after payment release, in compliance with audit and tax requirements.
Coordination and records management
Coordinate with technical/program teams to obtain required supporting documentation (e.g. activity reports, attendance sheets, goods receipt confirmations).
Liaise with the Procurement team to ensure vendor files are updated and compliant with onboarding and documentation requirements.
Maintain organized electronic and physical filing systems for vendor payments and supporting documents.
Assist in updating RQ/PO trackers and budget monitoring tools implemented by the project.
Compliance support
Ensure documentation meets internal policy standards and donor compliance requirements before endorsement for payment processing.
Identify documentation gaps and escalate concerns to the Operations Manager as necessary.
Support internal and external audits by retrieving required documents in a timely manner.
Administrative support
Provide general administrative and operational support as assigned.
Perform other related tasks consistent with the role’s level of responsibility.
KNOWLEDGE & SKILLS:
Working knowledge of basic procurement and payment processing workflows
Familiarity with documentation requirements in donor-funded projects (e.g. USAID) is an advantage.
Strong attention to detail and ability to detect inconsistencies or incomplete submissions.
Ability to manage multiple tasks with accuracy while meeting deadlines.
Proficient in Microsoft Office applications (Excel, Word, Outlook) and computer software skills.
Good problem-solving skills, well organized and detail oriented.
Ability to analyze and interpret data, identify errors, and prepare reports.
Strong coordination and communication skills.
Ability to work well with others and independently
QUALIFICATIONS:
Bachelor’s Degree
Minimum of 1-3 years of related work experience in administrative, finance, procurement, or operations support, preferable in a donor-funded or development project setting.
Demonstrated experience with office administrative procedures, standards and equipment
Demonstrated experience with office software applications and computer spreadsheets.
Experience handling vendor coordination, billing review, or payment documentations preferred.
Read, write and speak English; fluent in host country language required.
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.
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