Position: Administrative Associate

Contracting party

The Affiliated Network for Social Accountability in East Asia and the Pacific (ANSA–EAP) is a non-stock, non-profit organization that aims to promote transparency and social accountability in East Asia and the Pacific. It was set up in 2008 as a project of the Ateneo School of Government, a unit of the Ateneo de Manila University, with start-up support from the World Bank Development Grant Facility (2008–2011) and registered with the Philippine Securities and Exchange Commission (SEC) in March 2012.

ANSA–EAP aims to improve governance by mainstreaming the social accountability approach. It provides facilities for networking, knowledge and learning for various stakeholders in the region, such as citizen groups, non-government organizations, civic associations, business sector, and government institutions.

Tasks

The Administrative associate shall provide support to the Foundation’s operations in terms of technical, administrative, clerical, logistical and internal communications. She is directly accountable to the Executive Director

  1. Provide logistical assistance to the ANSA–EAP Operations Team in the preparation and conduct of regular operations;
  2. In charge of filing, retrieval and safe-keeping of pertinent administrative records of all ANSA–EAP projects and activities;
  3. Provide support in facilitating the purchase and inventory of office supplies and materials as well as service contracting;
  4. Process travel arrangements of the ANSA–EAP Operations Team;
  5. Process payment of fees, allowances, travel claims and other payments to independent contractors and other claimants;
  6. Process all government reportorial requirements, such as SSS, Philhealth and HDMF.
  7. Provide support to the ANSA–EAP Administrative Office such as, but not limited to, budget preparation, expenditure tracking, and reporting;
  8. Attend ANSA–EAP activities when required;
  9. Attend scheduled ANSA–EAP Team Meetings; and
  10. Take on and perform delegated tasks from the ANSA–EAP Executive Director or his delegated representative on a case-to-case basis including assistance in logistical and communications efforts in all ANSA–EAP events and activities.

Outputs/Deliverables

The above-mentioned tasks/functions should produce the following outputs/deliverables:

  1. Monthly accomplishment report;
  2. Exit report.

Compensation, Duration and Amendments

The contract period will be from 12 November 2015 to 30 December 2015.

For all the tasks and functions to be rendered by the Administrative Associate as outlined in this TOR, she shall be entitled to a monthly compensation of Fifteen Thousand Philippine Pesos Only (PhP 15,000.00) which shall be released bi-monthly and the latter-half of which upon completion and submission of her monthly accomplishment report, as certified by the ANSA EAP-Executive Director. The said amount shall be subject to existing tax regulations and government-mandated deductions.

Any amendment to this TOR shall be duly documented and approved by the ANSA–EAP Executive Director.

Intellectual Property

ANSA–EAP Foundation, Inc. shall own all intellectual properties that are or may be created as a result of this contract unless an engagement contract that requires a specific output specifies otherwise.

Penalty Clause and Termination of Contracts

The engagement with the Administrative Associate is automatically terminated after the contract period but may be renewed, subject to a performance evaluation. Should the Administrative Associate or ANSA–EAP Foundation, Inc. decide to terminate the engagement earlier than the period mention in this contract, for reasons of personal choice by the Administrative Associate, unsatisfactory performance evaluation made by ANSA–EAP Foundation, Inc., et al, the other party should be duly informed in advance stating the reasons therein.

Non-Disclosure

The Administrative Associate will not, except with prior written consent by the ANSA–EAP Executive Director, reveal or divulge to any person or entity any information concerning the organization, finances, transactions or other affairs of ANSA–EAP which may come to his knowledge during the continuance of her service.

Also, the Administrative Associate will keep in complete secrecy all confidential information entrusted to him and will not use or attempt to use any such information in any manner that may injure or cause loss either directly or indirectly to ANSA–EAP’s and other project stakeholders’ interests. This restriction will continue to apply after the termination of this agreement without limit in point of time but will cease to apply to information or knowledge that may come into the public domain.

Furthermore, the contents of this Terms of Reference shall be kept confidential between the Administrative Associate and the ANSA–EAP Foundation, Inc.