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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 ASSISTANT I
Item Number
:
OSEC-DSWDB-ADAS1-110-2004
Compensation
:
SG 7 (Php 20,110. 00)
Place of Assignment
:
Human Resource Management and Development Service
CSC-PRESCRIBED QUALIFICATION STANDARDS
Education
:
Completion of two (2) year studies in college or High School graduate with relevant vocational/trade course
Training
:
None required
Experience
:
None required
Eligibility
:
Career Service (Sub-Professional)/First Level Eligibility
PREFERRED QUALIFICATION STANDARDS
Education
:
Completion of two (2) year studies in college preferably in Office Administration and Management, Computer Science, or Allied Sciences/related fields
Training
:
Preferably with at least four (4) hours training related to records management, office administration/management, office productivity tools, data management
Experience
:
Preferably with at least one (1) year experience in providing clerical/office support functions preferably in government setting, training support functions, records management, office supplies management
Eligibility
:
Career Service (Sub-Professional)/First Level Eligibility
JOB DESCRIPTION
Under general supervision and following detailed rules and procedures, performs the simplest, routine, professional work of attending to clerical/administrative support requirements of the division.
Functions and Responsibilities:
1. General Office Administration
a. Organizes, files, and labels Division’s documents in an orderly and systematic manner, in accordance with relevant agency guidelines on records management and similar business process improvement initiatives.
b. Ensures the proper maintenance and organization of the division’s designated storage area.
c. Updates and manages the Consolidated Calendar of Activities of the division.
d. Manages the inventory of office supplies and coordinates requisitions to ensure adequate stock levels.
e. Drafts simple routine documents such as transmittal letters, special orders, certificates, and other documents as may be required.
f. Coordinates with all members of the Division in the performance of administrative support functions.
g. Performs other related tasks as may be assigned/required by supervisors
2. On Learning and Development Interventions Management
a. Makes the necessary logistical arrangements for the conduct of LDIs (i.e. reservation of venue, requests for equipment, request for use of vehicle, request for meals, etc.)
b. Provides administrative support during the preparatory stage for the conduct of the LDI (i.e. preparation and packaging of activity presentation kits, registration of participants, supplies and materials for the activity, etc.)
c. Acts as the Administrative Support staff during actual conduct of the LDI
d. Assists in the collection of participants outputs/forms after conduct of the LDI
e. Safekeeps training supplies, materials and equipment.
3. On Finance and Procurement related tasks
a. Prepares Purchase Requests, Obligation Requests and Disbursement Vouchers relative to the conduct of LDIs.
b. Monitors payment made to learning service providers, resource persons, and documenters.
c. Prepares and monitors PPMP on CSE of the Division.
Job Outputs:
1. Systematic Filing of HRMDS-LDD documents following the prevailing records management guidelines in the agency
2. Maintenance of an up-to-date calendar of division activities.
3. Inventory of Office Supplies.
4. PPMP for CSE.
5. Purchase Requests.
6. Obligation Requests.
7. Disbursement Vouchers
8. Monitoring Databases
9. Logistical needs for conduct of LDIs were secured/arranged
10. Simple correspondences.
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 March 1, 2025 by accessing this link:
https://forms.gle/srD3T5jp56PYKkLi7
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:
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 before the CO-HRMPSB deliberation for validation.
• 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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