Organization	Ecosystems Work for Essential Benefits (ECOWEB), Inc.
Duty station	Iligan City, Philippines; with occasional travel and support to field offices
Engagement	Full-time; initial six-month fixed-term contract, subject to applicable law
Reporting	Executive Director or designated Operations/Administration supervisor
Coordination	Programs, MEAL, Finance, HR/Administration, Communications, Procurement and field teams
Compensation	Determined based on qualifications, demonstrated competencies, relevant experience, previous compensation as contextual information, scope of role, ECOWEB salary structure and available resources

1. Organizational context

ECOWEB is a Philippine non-government organization working across humanitarian action, community-led development, climate and environmental resilience, and peacebuilding. As its programs, partnerships and geographic reach expand, ECOWEB seeks to strengthen the reliability of daily IT services and the quality, accessibility, security and usefulness of institutional data. The role will improve and connect existing systems wherever practical, rather than automatically replacing them.

2. Purpose of the position

Ensure dependable, secure and cost-effective IT operations while leading the technical improvement of ECOWEB’s digital management ecosystem: from community and program records to HR, finance, plans, budgets, policies, assets, institutional knowledge and decision-support dashboards. The Officer provides technical leadership and works with accountable data owners; the role does not replace program, finance, HR or communications decision-makers.

3. Scope of work and responsibilities

A. Computers, office networks and shared infrastructure

• Maintain desktops, laptops, software, peripherals and IT inventory; conduct preventive maintenance, troubleshooting, helpdesk logging and supplier and service provider coordination.
• Administer secure wired/Wi-Fi networks, routers, shared drives, user permissions, office/field connectivity and appropriate intra-office file sharing.
• Manage physical or cloud servers, storage, centralized printing/scanning and backup/recovery arrangements.
• Maintain the technical operation of CCTV equipment and recording systems, with restricted access, retention controls and authorization by Administration.
• Administer biometric timekeeping devices and technical generation/export of daily time records (DTR); coordinate with HR on validation and payroll-related reporting.
• Document equipment configurations, subscriptions, warranties, renewals and continuity arrangements.

B. Cybersecurity, privacy, continuity and official email

• Implement multi-factor authentication, access controls, endpoint protection, software patching, backup schedules, recovery tests and incident escalation procedures.
• Administer ECOWEB’s domain-based official email system: provisioning/deactivation upon authorization, aliases, groups, account recovery, mailbox limits and troubleshooting.
• Maintain domain/DNS, hosting and email security configurations (including SPF, DKIM and DMARC where supported), renewals and institutional control of administrator accounts.
• Improve approved collaboration tools, calendars, shared storage and records retention; ensure authorized access to archived communications and secure staff offboarding.
• Apply Philippine Data Privacy Act requirements, safeguarding/PSEAH protocols and least-privilege access to sensitive beneficiary, employee and donor data.

C. Institutional digital management and workflow improvement

• Inventory and assess current systems, spreadsheets, Word-based reporting, databases and workflows, including WINPACCS, QuickBooks and possible Zoho options; identify duplication, data-quality gaps, costs and feasible integration.
• Propose and implement phased, costed improvements for project planning, activity tracking, grants/micro-grants, MEAL, finance, procurement, HR, asset management and compliance reporting.
• Develop common data definitions, unique identifiers, validation rules, permissions, documentation and appropriate automated reporting; prioritize interoperability over unnecessary system replacement.
• Create secure, searchable digital filing and knowledge systems and a realistic approach to capturing ECOWEB’s 20 years of historical program and institutional records.
• Prepare system specifications and coordinate specialized external suppliers and service providers when custom development, complex migration or security audits exceed in-house capacity.

D. Integrated analytics and management dashboards

• With each responsible unit, design dashboards for community initiatives, project outputs/outcomes, geographic reach, targets versus results, feedback, risks and grant milestones.
• Build management views for program plans and budgets, financial utilization and forecasts, HR staffing and training, procurement, asset status, policies, audit actions and donor reporting deadlines.
• Enable authorized cross-unit analysis, trend comparisons, exceptions and early warnings for leadership and managers; clearly identify data sources, refresh dates and limitations.
• Establish data quality checks and role-based access; units retain ownership of data accuracy, validation, financial interpretation and management decisions.

E. HR digital records and performance evaluation

• With HR, digitize authorized staff records, contracts, job descriptions, work plans, performance agreements, training histories and evaluation forms.
• Configure evaluation workflows and analysis against approved job descriptions, agreed deliverables and competencies; support supervisor review, employee acknowledgement and controlled access.
• Create HR dashboards for staffing, contract expirations, training gaps and aggregated evaluation trends; ensure confidentiality and appropriate retention.
• Provide technical systems only: HR and supervisors determine performance ratings, employment actions, attendance validation and payroll decisions.

F. Digital master asset registry

• With Finance, Administration and Procurement, establish or improve an organization-wide master asset register covering IT equipment, furniture, machinery, vehicles and project-funded assets.
• Capture asset IDs/tags, funding source, acquisition date/cost, location, custodian, condition, transfers, maintenance, warranty and disposal status.
• Support reconciliation with physical inventories, procurement and accounting records, and provide audit-ready dashboards, maintenance alerts and traceable change histories.
• Finance and Administration retain responsibility for accounting values, physical verification, custody and disposal approvals.

G. Website, online donations and digital platforms

• Assess and improve ECOWEB’s website design, navigation, accessibility, mobile experience, speed, content architecture and security in close partnership with Communications.
• Maintain website hosting, domain, backups, plugins, software updates, uptime and technical documentation; train authorized content editors.
• Improve secure links between public website content and approved project information, publications, public dashboards, forms and other institutional systems without exposing restricted data.
• Maintain and test existing donation connections to ECOWEB-authorized bank accounts, PayPal and digital cash/payment platforms; troubleshoot links, checkout flow and notifications.
• Coordinate with Finance to improve donation tracking, reconciliation support, acknowledgments and aggregate fundraising dashboards; do not control donation disbursement or independently change beneficiary account details.
• Use approved payment providers; do not store card credentials on ECOWEB systems; obtain Finance/management authorization for payment configuration changes.

H. Digital communications and knowledge products

• Work closely with Communications, Programs and MEAL to produce high-impact infographics, maps, data visualizations, digital publications, presentations and multimedia materials.
• Provide technical support for ethical, accessible and evidence-based storytelling, consistent with consent, dignity, safeguarding and branding requirements.
• Organize a searchable digital media library and reusable templates; Communications leads editorial messaging, publication approvals and visual identity.

I. Staff support, training and supplier and service provider coordination

• Provide responsive technical support and practical staff training in secure file sharing, digital tools, data entry standards, dashboards and website/email systems.
• Prepare user guides, administrator documentation, supplier and service provider records and handover materials; monitor service reliability and prioritize critical incidents.
• Coordinate with suppliers and service providers and recommend cost-effective nonprofit software licenses, subscriptions and service agreements, subject to procurement approvals.

J. Domain, software, applications and subscription administration

• Keep an organization-wide digital services registry covering domains, hosting, email, software applications, licenses, cloud subscriptions, account owners, approved users, providers, renewal dates, costs and contractual terms.
• Administer DNS, SSL/TLS certificates, domain renewals and organizational ownership/recovery arrangements; maintain secure configuration and access controls for software and cloud services.
• Monitor license utilization, costs and upcoming renewals; identify duplicate or unused subscriptions and assess nonprofit discounts (including TechSoup where eligible) and lower-cost alternatives.
• Coordinate technical evaluation, integration, migrations, data portability, service provider support and documented offboarding of digital services; Finance/Procurement/Management retain purchasing and payment approvals.

4. Expected results and key deliverables (initial six months)

• Baseline assessment of IT infrastructure, cybersecurity, email, website/donation integrations, digital workflows, HR data, asset records and information quality, including prioritized risks and quick wins.
• An approved, costed and phased six-month IT and digital management improvement plan, with milestones, responsible units, dependencies and measurable indicators.
• Operational maintenance and incident-response arrangements for computers, network, servers/storage, printers, CCTV, biometrics/DTR and official email; documented access, backup and recovery controls.
• Priority improvements to at least the highest-value existing workflows, with validated data standards, documentation and practical staff orientation.
• An initial functional digital HR performance-management workflow and an asset registry improvement prototype or implementation, subject to data readiness and management approval.
• Initial role-based management dashboards drawing from validated priority program, HR, finance or operational datasets, with data ownership and update procedures.
• Priority website design/functionality improvements, tested donation integrations and a sustainable website/email administration process.
• Organized institutional digital records and a feasible phased plan for digitizing historical materials; staff training, user guides and a 6–12-month forward roadmap.

The assessment shall determine the realistic sequence and scope. Major software replacement, full historical digitization, custom system development or full automation are not assumed to be achievable within six months without additional approved resources.

5. Planning, reporting and performance assessment

• Within the first 30 calendar days: submit the baseline assessment and proposed six-month improvement plan for management approval.
• After approval: prepare monthly work plans in consultation with unit heads and monthly accomplishment reports showing outputs, evidence, risks, incidents, data quality and next steps.
• Maintain a helpdesk/incident log and service-priority procedure for critical disruptions, cybersecurity incidents and system failures.
• Performance reviews at approximately months 3 and 6 will consider service reliability, delivered and functioning improvements, security, documentation, adoption, collaboration and institutional value.
• Salary is paid in accordance with the employment contract and applicable law; performance informs supervision and any lawful renewal decision.

6. Qualifications and competencies

• Bachelor’s degree in Information Technology, Computer Science, Information Systems, Computer Engineering or a related field; equivalent demonstrable experience may be considered.
• Preferably at least three years of relevant hands-on experience in IT support, network/server or cloud administration, database/reporting systems and digital workflow improvement.
• Practical knowledge of access control, backup, cybersecurity, troubleshooting, office networks, shared printers and domain/email administration.
• Experience with spreadsheets, data cleaning, dashboards (e.g., Power BI or equivalent), database design and automation; familiarity with nonprofit finance, HR or project systems is an advantage.
• Ability to administer and improve CMS-based websites and maintain payment-platform integrations; experience with WordPress, analytics and accessible design is an advantage.
• Familiarity with asset registries, HR information systems, biometric attendance, graphic design and multimedia tools is advantageous.
• Strong analytical, communication, documentation, training and cross-functional coordination skills; commitment to confidentiality, safeguarding and community-centered practice.

Technical software competencies and platform familiarity

• Essential: Microsoft 365 or comparable productivity and collaboration tools; advanced Excel, Power Query or equivalent data transformation; secure shared document management.
• Essential: dashboard development with Power BI, Zoho Analytics, Looker Studio or equivalent; SQL/relational databases, data quality, data migration and reporting workflows.
• Essential: Windows and office network administration, server/cloud storage, cybersecurity, backup/recovery, official email/domain/DNS administration, and WordPress or equivalent website CMS.
• Essential: practical ability to assess digital workflows, automate routine processes, integrate systems securely and train nontechnical staff.
• Desirable: Zoho Creator/People/Books/Projects/Analytics/WorkDrive/Flow; QuickBooks and WINPACCS; KoboToolbox/ODK; QGIS; Power Automate/Make/n8n; APIs, Python or JavaScript; HRIS, biometrics, asset management and Canva/Adobe or equivalent.
• Candidates need not know every named product; demonstrated transferable skills, problem solving, responsible data handling and ability to learn existing platforms are more important.

7. Accountability, safeguards and role boundaries

The Officer reports to the designated supervisor and works with accountable functional leads. System changes affecting financial controls, payment destinations, payroll, HR decisions, donor information, security or public publication require documented authorization. The Officer must comply with ECOWEB’s finance/procurement, asset management, safeguarding/PSEAH, anti-fraud, information security and privacy policies. ECOWEB promotes fair, inclusive and merit-based recruitment and does not tolerate harassment, exploitation or discrimination.

8. Employment conditions and recruitment

Initial engagement is six months, with possible renewal subject to organizational requirements, satisfactory performance, available resources and applicable law. Compensation and benefits will be determined through ECOWEB’s approved processes, taking account of demonstrated capacity, relevant experience, previous compensation as contextual information, internal equity and budget availability. Statutory entitlements will be provided in accordance with Philippine law. Selection may include a practical technical exercise, interview and reference checks; no applicant will be required to disclose passwords, confidential client information or protected records from a former employer.