contractual o1adas3-contractual-vmc under office of the assistant secretary for visayas affairs - Philippines, Pilipinas - Department of Social Welfare and Development (DSWD)

Paglalarawan

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 ACOMBINED PDF FILE FORMAT WITH AT LEAST 1 MB USING THIS LINK

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: Office of the Assistant Secretary for Visayas Affairs

ADMINISTRATIVE ASSISTANT III

Item Number

:

01ADAS3-CONTRACTUAL-VMC

Compensation

:

SG 9 (Php 21,211.00)

Place of Assignment

:

Office of the Assistant Secretary for Visayas Affairs

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

:

Career Service (Sub-professional) / First level eligibility

PREFERRED QUALIFICATIONS (COMPETENCY-BASED)

Education

:

Bachelor's degree preferably in Public Administration, Communication, Office Management, or any other related courses

Training

:

Eight (8) hours of relevant training

Experience

:

At least two (2) years experience in government budgeting, procurement, accounting, and auditing

Eligibility

:

None required

ADDITIONAL COMPETENCIES:

1. With high-level knowledge on government administration and human resource (Civil Service rules and regulations) policies

2. With working knowledge in relevant existing laws, policies, guidelines, rules, and regulations pertaining to financial (Government Accounting and Auditing rules and regulations), and procurement (Republic Act No. 9184 and relevant GPPB rules and regulations) transactions

3. Possesses analytical thinking

4. Excellent written and oral communication

5. Above average knowledge on use of MS Office and Google Suite

6. Keen attention to details

7. With experience on compliance to ISO 9001:2015 Standards and

8. Able to work harmoniously, competently and effectively even under pressure.

Job Summary:

The Administrative Assistant's primary role is to provide high quality, administrative and clerical support to the Assistant Secretary and the Executive Team.

She directly reports to the Executive Assistant of the Assistant Secretary.

Statement of Duties and Responsibilities:

Administrative and Clerical Support

1. Provides quality administrative and clerical services

2. Provides an excellent first line of enquiry and advice service for all reception enquiries, in a pleasant and confident manner

3. Screens phone calls and routes callers to the appropriate party

4. Aids client reception as needed

5. Helps prepare for meetings

6. Oversees meeting room bookings and coordinates with key personnel to provide meeting room support services

7. Places orders with catering contractors and coordinate catering deliveries

8. Oversees day-to-day cleaning responsibilities of housekeeping and ensures cleanliness and orderliness in the office

9. Drafts meeting minutes, letters, correspondence, reports, memo and other documents, as required by the immediate supervisor and

10.Assists in the logistics as required.

Designated Finance Officer

1. Budget preparation and planning

2. Budget execution and financial management

3. Monitoring and reporting

4. Institutional strengthening

5. Reviews and prepares financial statements, reports, memos, vouchers and other documents, and ensures tasks undertaken adhere to all laws, policies and procedures

6. Management and filing of financial records

7. Handles basic bookkeeping tasks and

8. Accountable for finance-related tasks such as reimbursement of TE and other claims.

Designated Property and Supply Custodian (DPSC)

1. Reviews and reconciles details in issued Property Accountability Receipt (PAR)/Inventory Custodian Slip (ICS)

2. Maintains storage/stockroom for properties for safekeeping of issued properties

3. Maintains supply inventory

4. Issues document receipt when a property is deposited for safekeeping, effect proper recording

5. Monitors the movement of properties

6. Assists in the preparation of Gate Pass and Equipment Borrower's Slip (EBS)

7. Reports circumstance of loss or damage to property and assist in the facilitation of relief from accountability in accordance with the Guidelines

8. Conducts inventory of properties and submits inventory report on a semestral basis

9. Assesses the condition of properties for proper notation in the inventory report

10. As the need arises and as necessary for processing of property clearance, prepares checklist of property accountabilities/validate the property accountabilities of officials and employees

11. In the event of surrender or transfer of property, effect proper recording and assists in the preparation of turn-over/transfer of documents (Furniture and Equipment Transfer Slip)

12. Establishes maintenance program for effective repair and maintenance of properties

13. Ensures adherence to property management guidelines and

14. Attends meetings relating to this function.

Job Outputs

1. Administrative and clerical support

2. Work and Financial Plan

3. PPMP and other procurement-related activities

4. Preparation and Review of Financial Documents

5. Financial Management Tools

6. Inventory of Supplies and Properties

7. Activity Proposals

8. Office Maintenance

9. Preparation of Meeting Minutes and other correspondence

10. Presentations, Reports, and other related documents

11. Supply and Property Monitoring and preparation of documents related to this role

12. Other reports/tasks that may be required.

Applicants should be guided by the following Criteria for Evaluation:

• Education (E) 25%
• Training (T) 10%
• Experience (E) 25%
• Written Examination

IQT 5%

Special Exam 20%

• Interview 10%
• IPCR or any related Performance Assessment/Review 5%

Total 100%

Initial Shortlisting:

Obtain 75% or 45 points of the maximum total score of Education, Training and Experience (ETE)

Second Shortlisting:

Top five (5) highest rating but overall rating should not be less than 80%

Qualified applicants may apply online at and email/attach the following documents in a combined PDF file format () at on or before March 17, 2023:

Kindly fill out the Job Application Form through this link:

1. Application Letter stating the desiredposition,item number/code, salary gradeandoffice/bureau/service/unitaddressed to Director Ma. Ana. T. Nuguid of Human ResourceManagement 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 copy of Transcript of Record and/or Diploma

5. Certificate of Grades for Master's Degree earned units (If applicable)

6. Certificate of relevant trainings and seminars attended (If applicable)

7. Certificate of Employment

8. NBI Clearance or proof of payment i.e. official receipt of the NBI clearance

9. Copy of Individual Performance Contract Rating (IPCR) in the last rating period