Partnerships Assistant  

Summary of Work Activities and Responsibilities:

Under the supervision of the Head of the Partnerships and Engagement (P&E) Section of the OAVP-UPI, the Partnerships Assistant provides administrative support for P&E programs and activities, which includes serving as the main point person for drafting contracts / agreements. The position also provides administrative support to office operations, when necessary.

Main Duties and Responsibilities

1. Program Support
   • Serves as the main point person for facilitating the negotiation, review, and finalization of standard partnership agreements, such as but not limited to Memorandum of Agreement, Memorandum of Understanding, Student Exchange Agreements, Data Sharing Agreements, Erasmus Inter-Institutional Agreements.
   • Develops and maintains the database of all contracts and agreements, ensuring that information and details are current and accurate, and that latest signed contracts are digitally accessible to key stakeholders.
   • Develops a system of monitoring validity of partnership agreements and, as appropriate, advises the Section Head of impending renewal requirements.
   • Ensures that agreement templates are updated as appropriate, in consultation with relevant Ateneo offices.
   • Receives and catalogs requests for partnership from external stakeholders.
   • Prepares program-related documents, following prescribed templates (e.g. Letter to participants, certification, etc.)
   • Coordinates program preparations with partner offices within the University (e.g. host academic departments for visiting faculty), ensuring participants’ needs are met (e.g. itinerary during the visit, etc.)
   • Assists the Section Head in maintaining relationships with key external stakeholders, including local and overseas institutional partners, industry collaborators, government agencies, and other influential entities, thereby ensuring a positive representation of the university whether in person or via written correspondence.
   • Assists the Section Head by arranging schedules of meetings with partners during international conferences, ensuring that all details, such as time and location are clear and mutually agreed upon.
   • Leads in the preparation of all administrative and logistical requirements for meetings, onsite and off-site events, and activities of the P&E Section, and / or spearheaded by the Section.
   • Diligently forges and maintains constructive relationships with key external stakeholders, including local and overseas institutional partners, industry collaborators, government agencies, and other influential entities, thereby ensuring a positive representation of the university whether in person or via written correspondence.
   • Develops a system of recording Section outputs that will serve as basis for and inform the Section’s key performance indicators, and generate reports related to these.
2. Administrative Support
   • Canvases, evaluates, recommends possible suppliers and third-party contractors, and liaises with chosen suppliers and third-party contractors for the procurement of goods and services needed by the Section.
   • Prepares necessary requests supporting documents for the processing of payments of suppliers and third-party contractors.
   • Provides frontline support for OAVP-UPI campus events, visits, meetings, and tours with representatives from partner universities and outside of the Ateneo
3. Performs other work- related tasks as may be assigned by the Immediate Supervisor or any authorized representative.

Knowledge, Skills and Abilities:

• Demonstrated excellence in oral and written communication skills
• Organized and attentive to details
• Excellent customer orientation and customer-relation skills
• Proficient in MS Office applications, especially MS Excel
• Knowledge of contracts and obligations is an advantage

Education and Experience Requirements:

• Bachelor’s Degree holder
• With 1-3 years of related work experience