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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 II (CLERK IV)
Item Number
:
OSEC-DSWDB-ADAS2-174-2004
Compensation
:
SG 8 (Php 20,534. 00)
Place of Assignment
:
Administrative Service
CSC-PRESCRIBED QUALIFICATION STANDARDS
Education
:
Completion of two (2) year studies in College
Training
:
Four (4) hours of relevant training
Experience
:
One (1) year relevant experience
Eligibility
:
Career Service Sub-Professional/1st Level Eligibility
PREFERRED QUALIFICATION STANDARDS
Education
:
College Graduate/Bachelor’s Degree
Training
:
Eight (8) hours relevant training
Experience
:
At least one (1) year of relevant experience in Administrative Support, Secretarial and Clerical Works
Eligibility
:
Career Service Sub-Professional/1st Level Eligibility
JOB DESCRIPTION
Under the supervision of the BGMD Chief, performs a variety of administrative and clerical works including administrative support to engineers, architects and skilled personnel; assist in daily office operation and management of general administrative activities; and other related works.
Functions and Responsibilities:
1. Act as Records Management Officer and Human Resource Focal of the BGMD.
2. Assist in the monitoring of the general administrative works of the office including the works of lower administrative staff.
3. Assist in the monitoring of all incoming and outgoing documents and files including tracking, filing, file maintenance and recordkeeping.
4. Review and assess incoming and outgoing files and documents including proof-reading of drafted documents.
5. Answer and direct necessary phone calls/emails promptly and write/draft and distribute correspondence memos, emails and fax.
6. Schedules and coordinates appointments, meetings and conferences; prepares meeting materials and assist in the presentation; and records minutes and archives them accordingly.
7. Prepare and submit periodic reports to immediate supervisors.
8. Assist the BGMD Chief, Engineers, Architects and Administrative Officers in all administrative and clerical works.
9. Undertake other tasks that may be assigned from time to time related to BGMD functions.
Job Outputs:
1. Letters, Memoranda, documents, forms, emails and other related communication.
2. Technical Assistance, feedback and accomplishment reports.
3. Other reports as may be required.
CRITERIA FOR EVALUATION
Education
:
25\%
Training
:
10\%
Experience
:
25\%
Written Examination
:
25\%
IQT
:
10\%
Technical Exam
:
15\%
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\%
If two (2) or more vacant positions with the same title and salary grade are published at the same time, and there is only one (1) longlist of applicants provided by HRMDS, additional two (2) applicants for every Regular Position will be added on top five (5) highest rating. However, all the additional shortlisted applicants should meet the 80\% cut off.
Consists of ETE, IQT, Special Examination, Competency-Based Interview and Performance Rating.
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 December 8, 2024 by accessing this link:
https://forms.gle/xKrxp4BSQuxdKTCx9
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/if 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
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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