Supply Chain & Compliance Administrator / Team Assistant

POSITION DESCRIPTION

To provide proactive administrative and coordination support to the supply chain and supplier management function, with clear ownership of supplier data, documentation, compliance administration, and operational organisation. This role is not task-taking. The successful candidate is expected to anticipate needs, identify gaps, advise on improvements, and seek approval before acting—rather than waiting for instructions. The role exists to improve clarity, structure, and execution, allowing Heads of Department to focus on decision-making rather than administration.

KEY RESPONSIBILITIES

 1. Proactive Administration & Team Coordination (Primary Focus)
•    Own day-to-day administrative coordination for supply chain and supplier management teams
•    Proactively organise meetings, agendas, and action tracking
•    Take structured meeting notes and actively drive follow-ups through to completion
•    Maintain and continuously improve trackers, templates, and shared documentation
•    Anticipate information needs for Heads of Department and prepare materials in advance
•    Identify gaps, risks, or inefficiencies in administrative processes and propose improvements for approval

 2. Supplier Management Support (Core Priority)
•    Take ownership of supplier master data accuracy and completeness
•    Proactively review supplier documentation and flag missing or outdated information
•    Advise on supplier onboarding readiness prior to escalation
•    Track supplier issues and corrective actions, ensuring timely closure
•    Coordinate between suppliers and internal teams to resolve documentation or data gaps
•    Recommend improvements to supplier data structures, trackers, and workflows

3. Product, Regulatory & Sustainability Compliance
•    Proactively manage compliance documentation using systems such as Assent
•    Review compliance status by product and supplier, flagging risks early
•    Coordinate documentation requests with suppliers ahead of deadlines
•    Advise Heads of Department on compliance readiness and gaps
CBAM Support (Administrative & Advisory)
•    Coordinate CBAM-related data requests with suppliers
•    Maintain CBAM trackers and validate completeness of inputs
•    Prepare structured summaries for quarterly CBAM reporting
•    Highlight data quality issues and recommend corrective actions
•    Note: Technical calculations and official submissions remain with senior stakeholders

4. Ethical Trading & Social Compliance
•    Actively manage Sedex / SMETA records and deadlines
•    Monitor amfori BSCI status and supplier compliance progress
•    Proactively chase audits, CAPs, and upcoming expiries
•    Advise on supplier ethical trading risks and readiness

5. Purchasing & Supply Chain Exposure (Advisory Support Only)
•    Provide administrative support related to purchasing when required
•    Review purchasing and supply chain data for accuracy
•    Highlight inconsistencies and escalate risks
•    Support data preparation without executing commercial decisions

6. Continuous Improvement & Head of Department Support
•    Continuously review how administrative and compliance processes operate in practice
•    Proactively suggest improvements to structure, documentation, and workflows
•    Act as an operational advisor on administrative and documentation matters
•    Ensure actions, commitments, and deadlines are consistently followed through

SKILLS/EXPERIENCE

Essential
•    3–6 years’ experience in an administrative, coordination, or operations support role
•    Proven examples of proactive ownership rather than task execution
•    Experience advising stakeholders or flagging risks
•    Strong organisational and analytical skills
•    Confident Excel / Google Sheets capability
•    Clear communicator who can challenge constructively

Desirable
•    Experience with supplier documentation or compliance administration
•    Exposure to Sedex, SMETA, amfori BSCI, or regulatory compliance
•    Experience with compliance systems (e.g., Assent) or ERP tools
•    Awareness of CBAM at an administrative or coordination level

Candidates must be located in Clark, Pampanga or Metro Manila.

40 Hours per Week (Monday - Friday)