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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
ADMINISTRATIVE AIDE VI (CLERK III)
Item Number
:
OSEC-DSWDB-ADA6-103-2004
Compensation
:
SG 6 (Php 18,255. 00)
Place of Assignment
:
Office of the Assistant Secretary for Policy and Plans
CSC-PRESCRIBED QUALIFICATION STANDARDS
Education
:
Completion of two (2) years studies in college
Training
:
None required
Experience
:
None required
Eligibility
:
Career Service (Sub-Professional/First Level Eligibility)
PREFERRED QUALIFICATION STANDARDS
Education
:
Bachelor’s Degree preferably in Business Management, Public/Office Administration or any other related courses
Training
:
Eight (8) hours or relevant training on office and secretarial works
Experience
:
At least two (2) years experience related to clerical, secretarial work
Additional Competency
:
1. With experience in general office administration support;
2. With knowledge and experience in complying with the requirements of a Quality Management System aligned with ISO 9001:2015 Standards
3. With working knowledge in relevant existing laws, policies, guidelines, rules, and regulations pertaining to government administration:
· Financial (Government Accounting and Auditing rules and regulations, etc.):
· Procurement (Republic Act No. 9184 and relevant GPPB rules and regulations);
· Records Management (National Archives of the Philippine issuances, and ISO 9001:2015 Standards, etc.)
· Supply and Property Management (Issuances of the Commission on Audit, etc.)
4. Above average knowledge on use of MS Office and Google Suite;
5. High levels of written and oral communication, and computer skills;
6. Great attention to details;
7. Able to work harmoniously, competently and effectively even under pressure; and
8. Willing to work long hours, even on weekends and holidays especially during disaster operations.
JOB DESCRIPTION
The Administrative Aide VI (AA VI) shall be working under an Executive Office, Primarily, he/she will act as part of the Administrative Support Team of the office, specifically functioning as the office’s Records Management Officer and Document Controller. Under minimal supervision, he/she is expected to provide administrative and logistical support to ensure the performance of duties of the office.
Functions and Responsibilities:
1. Receive and release incoming and outgoing documents;
2. Tracking of incoming and outgoing documents;
3. Maintenance and management of files and records;
4. Answer and make phone calls;
5. Perform clerical work such as encoding, recording, etc.;
6. Drafts correspondences;
7. Provide administrative support to ensure continuity of office operations;
8. Provide support in the supply and property management of the office; and
9. Perform other tasks and designations as assigned, such as the following,
among others:
a. Records Management Officer;
b. Document Controller;
c. 7S Champion; and
d. Freedom of Information Focal
Job Outputs:
1. Completed Staff Work
2. Correspondences
3. Organized files/records
4. Administrative Reports
CRITERIA FOR EVALUATION
Education
:
25\%
Training
:
10\%
Experience
:
25\%
Written Examination
:
25\%
IQT
:
5\%
Technical Exam
:
20\%
Interview
:
10\%
Performance Review
:
5\%
Total
:
100\%
Initial Shortlisting
:
Obtain 75\% of the maximum total score or 45 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 October 27, 2024 by accessing this link:
https://forms.gle/99FCcTUfoSaavZ9m7
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-sized picture and thumbmark 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 and/or Diploma;
4. Authenticated or photocopy of Certificate of Grades for Master’s Degree earned units, if applicable;
5. Certificate/s of relevant trainings and seminars attended;
6. Certificate/s of Employment (COE);
Note:
(i) For internal applicants except Contract of Service (COS) workers, COE is no longer required.
(ii) For DSWD COS workers and external applicants from public or private sectors, COE signed by the Human Resource Management Officer or authorized representative is required.
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/if applicable);
8. Valid NBI/Police Clearance or proof of payment i.e. official receipt of the NBI/Police clearance;
9. Authenticated or photocopy of Civil Service Eligibility and/or Valid PRC ID/Integrated Bar of the Philippines (IBP) ID/proof of payment or schedule of appointment for the PRC/IBP renewal license; and
10. 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:
• 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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