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Job Description
PLACE OF ASSIGNMENT: DSWD CENTRAL OFFICE
PLACE OF EXAMINATION AND INTERVIEW: DSWD CENTRAL OFFICE, IBP ROAD, BATASAN COMPLEX, CONSTITUTION HILLS, QUEZON CITY
NOTE: QUALIFIED APPLICANTS MUST SUBMIT/ATTACH THE NECESSARY DOCUMENTS IN A COMBINED PDF FILE FORMAT WITH AT LEAST 1 MB USING THIS LINK https://combinepdf.com/
We wish to inform you that the Department of Social Welfare and Development (DSWD) Central Office has one (1) vacant contractual position with details as follows:
Office: Pantawid Pamilyang Pilipino Program - National Program Management Office
ADMINISTRATIVE ASSISTANT II
Item Number
:
000815
Compensation
:
SG 8 (Php 19,744.00)
Place of Assignment
:
Pantawid Pamilyang Pilipino Program -
National Program Management Office
CSC PRESCRIBED QUALIFICATION STANDARDS
Education
:
Completion of two (2) year studies in college
Training
:
Four (4) hours of relevant training
Experience
:
One (1) year of relevant experience
Eligibility
:
None required
PREFERRED QUALIFICATIONS (COMPETENCY-BASED)
Education
:
Completed at least two (2) year undergraduate education in any of the following fields: Business Administration, Business Management, Social Work, Community Development, Development Communications, Information Technology, other Social Sciences, or other equivalent/related field
Training
:
Eight (8) hours of relevant training on records and document management, office administration, data management; MS-environment literate, use of productivity tools or use of specific applications; proficient in oral and written communication skills
Experience
:
At least one (1) year of relevant experience in any development work
Eligibility
:
Career Service (Sub-professional); First Level Eligibility
JOB DESCRIPTION
Under the supervision of the Project Development Officer V, provides administrative support to the Division including but not limited to: records management/ maintenance, monitoring of communications, documents and instructions, clerical support, appointment scheduling, email management, and logistical assistance to the division.
Functions and Responsibilities:
1. Maintain central files of the Division;
2. Ensures that all division documents and communications are properly recorded, scanned, filed and tracked;
3. Ensures all division documents/communications are properly endorsed to the recipient and vice versa;
4. Coordinate with concerned OBSUs or NPMO Divisions on administrative concerns such as but not limited to procurement, maintenance and repairs, human resource, and administrative concerns, etc.;
5. Facilitate preparations of voucher, communication allowance, travel tickets and other administrative concerns related to activities, services, accommodations etc.;
6. Ensure the availability of office supplies and maintains database/ inventory of division properties and equipment;
7. Prepare and submits regular reports on records, communications, equipment, supplies, division calendar of activities, etc.;
8. Ensures all division schedule of activities are properly coordinated and documented avoiding conflict of schedule;
9. Monitors and manage a tracking matrix of division deliverables, instructions and red flags;
10. Provides feedback and submits summary report to all monitored tasks assigned;
11. Assist in the preparations of reports, documents, briefers and presentations materials for division activities;
12. Represents the division in meetings, workshops, conferences and other activities when applicable; and
13. Performs other tasks assigned by the Division Head.
Job Outputs:
1. Monitored, sorted, filed and recorded incoming/outgoing division communication;
2. Scanned and filed documents for records management
3. Summary of Division schedule of activities with complete details
4. Inventory and status of division equipment
5. Replenished office supplies with list
6. Arranged activity logistics
7. Feedback on liquidated travels and meal catering
8. Feedback report on all monitored tasks
9. Other output assigned by the National Program Director/Manager or Division Chief
Qualified applicants may apply online at www.dswd.gov.ph and email/attach the following documents in a combined PDF file format (https://combinepdf.com/) at jobs@dswd.gov.ph on or before April 24, 2023:
Kindly fill out the Job Application Form through this link: https://forms.gle/UxsAGYJhoMMe5Tqz6
1. Application Letter stating the desired position, item number/code, salary grade and office/bureau/service/unit addressed to Ms. Jennifer M. Rizo, Officer-in-Charge of Human Resource Management and Development Service;
2. Duly signed and updated Personal Data Sheet (PDS) with recent passport size picture and thumbmark;
3. Duly accomplished Work Experience Sheet;
4. Authenticated or photocopy of Transcript of Record and/or Diploma;
5. Authenticated or photocopy of Certificate of Grades for Master’s Degree earned units (if applicable);
6. Certificate/s of relevant trainings and seminars attended (if applicable);
7. Certificate/s of Employment;
8. For vacant Division Chief positions only: Service Record and/or Certification with actual duties and responsibilities as certified by the Human Resource Management Officer or any authorized representative. (Note: Special Order or Designation Order should also be attached as additional supporting document/s);
9. Valid NBI Clearance or proof of payment i.e. official receipt of the NBI clearance;
10. Authenticated or photocopy of Civil Service Eligibility and/or Valid PRC ID /proof of payment or schedule of appointment for the PRC renewal license; and
11. Individual Performance Contract Rating (IPCR) in the last rating period or its equivalent for external applicants (Performance Evaluation/Appraisal) from the previous/current employer.
Requests for extension of submission and application with incomplete documents will not be entertained. All communications pertaining to your application will be sent via e-mail.
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