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Job Description
Place of Assignment:
DSWD Central Office, IBP Road, Brgy. Batasan Hills, Quezon City
Place of Examination
and Interview:
DSWD Central Office, IBP Road, Brgy. Batasan Hills, Quezon City
SUPERVISING ADMINISTRATIVE OFFICER
Item Number
:
01SADOF-CONTRACTUAL-NHTO-2014
Compensation
:
SG 22 (Php 78,162. 00)
Place of Assignment
:
National Household Targeting Office
CSC-PRESCRIBED QUALIFICATION STANDARDS
Education
:
Bachelor’s degree relevant to the job
Training
:
Sixteen (16) hours of relevant training
Experience
:
Three (3) years of relevant experience
Eligibility
:
None required
PREFERRED QUALIFICATION STANDARDS
Education
:
Bachelor’s degree relevant to the job preferably on administration, management, development studies, human resources and other related courses
Training
:
Sixteen (16) hours of relevant training preferably in administration management training such as finance, procurement, records, quality management system, leadership, management, and other related fields
Experience
:
Three (3) years of relevant experience in government service on administrative concerns such as procurement, budget, quality management system, provision of administrative and technical assistance to heads of offices, and other administrative/clerical-related experiences
Eligibility
:
None required
JOB DESCRIPTION
Under the direction of the Director, the Supervising Administrative Officer (SAO) will be responsible for coordinating the planning, organization, and execution of activities that provide essential support services to office operations, ensuring the timely fulfillment of administrative needs for the NHTO Operations and Information Technology Divisions. This role includes overseeing daily office functions, tracking directives, work plans, and ensuring compliance with quality management standards. The SAO will also supervise the NHTO Administrative Unit, ensure documents undergo Complete Staff Work (CSW), prepare necessary office documentation, and assist in developing and implementing office policies. Additionally, the officer will manage the Director’s schedule, monitor budget utilization, oversee procurement processes and perform other tasks as assigned.
Functions and Responsibilities:
1. Assist in the planning, organization, direction, and execution of various activities and functions within the division that provide support services to office operations, ensuring that the administrative support needs of the Operations and Information Technology Divisions are met promptly and fully.
2. Support the Head of Office in overseeing and managing the daily operations of the office.
3. Monitor and track the directives, work plans, and performance contracts (PC) of the Head of Office/Bureau/Service (OBS).
4. Provide assistance to the Office of the Director in managing the office’s quality management system, ensuring compliance with applicable requirements and standards.
5. Exercise direct administrative supervision and control over NHTO Administrative Unit personnel.
6. Review and ensure that all documents from the Administrative Unit undergo Complete Staff Work (CSW) before being submitted to the Office of the Director
7. Prepare various office documents such as correspondences, proposals, and other documentation as needed
8. Assist the Office of the Director in developing and implementing office policies and procedures when required
9. Provide regular updates and briefings to the Director, particularly regarding administrative concerns
10. Coordinates with the Director’s Secretary to manage the Director’s schedule and prepare for meetings as needed.
11. Review and monitor the office’s budget utilization to ensure effective financial management;
12. Ensure that all procurement requests are properly endorsed to the Procurement Service and ensure timely delivery of procured items.
13. Perform additional duties as assigned by superiors.
Job Outputs:
1. Official Correspondences
2. Activity Proposals
3. Office Orders and other related documents
4. Work and Financial Plan
5. Reportorial requirements required by the other regulatory OBSUs and agencies
6. Assessment of Office, team and individual staff members’ performance and work outputs
7. Other related tasks that may be assigned by the Director
CRITERIA FOR EVALUATION
Education
:
25%
Training
:
10%
Experience
:
25%
Written Examination
:
25%
IQT
:
10%
Technical Exam
:
15%
Interview
:
15%
Total
:
100%
Initial Shortlisting
:
Obtain 80% of the maximum total score or 48 points in
Education, Training, and Experience (ETE)
Final Shortlisting
:
Top five (5) highest rating but overall rating
should not be less than 80%
APPLY NOW
Fill out the Job Application Form (JAF) and upload your complete requirements in a combined Portable Document Format (PDF) not exceeding 100 MB on or before March 16, 2025 by accessing this link:
https://forms.gle/FY9yhW6ym3Ew17df9
Application Requirements:
1. Application Letter stating the desired position, item number/code, and office/bureau/service/unit addressed to Director Jennifer M. Rizo, Director IV of Human Resource Management and Development Service;
2. Duly accomplished, subscribed and sworn/notarized Personal Data Sheet (PDS) with a recent passport-size picture and thumb mark and Work Experience Sheet. You may download these forms through this link: https://csc.gov.ph/downloads/category/223-csc-form-212-revised-2017-personal-data-sheet.
3. Authenticated or Photocopy of Transcript of Record;
4. Authenticated or photocopy of Transcript of Record or Certificate of Grades for Master’s Degree/Units earned, if applicable;
5. Photocopy of relevant Training/Seminar Certificates;
6. Certificate/s of Employment (COE) - required for work experiences acquired outside DSWD Central Office.
7. Copy of Special Order or Certification indicating the supervisory/management experience/functions signed by the HRMO or any authorized representative (for Division Chief positions only or as may applicable);
8. Copies of Appropriate Eligibility (if applicable):
For RA 1080 Eligible (RSWs and/or other board passers only):
- photocopy of RA1080 rating /Verified Eligibility: https://online.prc.gov.ph/verification
- photocopy of valid PRC ID
For BAR Passers only:
- photocopy of BAR rating / Verified Eligibility - https://sc.judiciary.gov.ph/lawyers-list-2/
- photocopy of valid IBP / BAR ID
For CSC Passers only:
- photocopy of CSC rating / Verified Eligibility - https://csevs.csc.gov.ph/user/eligibility
9. Performance Rating in the last rating period or its equivalent, as may be applicable.
Note:
(i) For those applicants from the public sector vying for promotion, a performance rating is required.
(ii) For internal (including COS workers) and external applicants from the public sector: Latest and duly approved Individual Performance Commitment and Review Form (IPCRF).
(iii) External applicants from private sectors: In the absence of performance rating, you may use the Certificate of Performance Rating from your most recent employer. You may access the form through this link: https://drive.google.com/file/d/1t9EyqTanPZBLfjQ9W5AKsNqfFg2ewAXG/view?usp=drive_link.
Reminders:
• In the event that you are able to proceed in the examination and panel interview, you will be required to submit the Valid NBI Clearance if selected/appointed to the position.
• Files should be in a PDF and must not be compressed into archive file formats such as RAR or ZIP.
• If applying for multiple positions, find the appropriate JAF for the position/s and submit separate applications/documents for each.
• Requests for extension of submission and application with incomplete documents will not be entertained.
• All communications pertaining to your application will be sent via email.
Step-by-Step Guide in Applying for DSWD Job Vacancies:
https://drive.google.com/file/d/1snhMP3j3NSDIxblCg0wDNyUmoDAlucqY/view?usp=share_link
EQUAL EMPLOYMENT OPPORTUNITY PRINCIPLE
All vacant positions shall be open to all qualified applicants regardless of age, gender, civil status, disability, religion, ethnicity, social status, class, political affiliation, or other similar factors/personal circumstances which run counter to the principles of merit and fitness for the job and equal employment opportunity.
DATA PRIVACY POLICY
All the personal information contained in documents submitted shall be used only for documentation and processing purposes within the DSWD and shall not be shared with any outside parties without your written consent. Personal information shall be retained and stored by the DSWD within the prescribed timeline in accordance with the National Archives of the Philippines’ General Disposition Schedule.
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