Program and Administrative Assistant IV  

Under the supervision of the Program Development Head, the Program and Administrative Assistant IV supports the implementation of programs, as well as provides office support to the day-to-day operations of the Section.

Main Duties and Responsibilities:

I. Program Management Support

• Prepares and maintains the monthly calendar of scheduled programs
• Collates program data such as number of attendees, estimated gross earnings, etc., and submits them to the Program Development Head for review
• Documents program sessions and provides observation notes on class flow, class participation, class conduct, etc. to the Program Development Head and Program Development Officers
• Assists the Program Development Officers and Program Development Assistant in research by conducting desktop research and reviewing of available resources to complete the prescribed report template

II. Administrative Support

• Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated
• Ensures that office supplies and resources are replenished, properly stored, and in good working condition
  • Monitors the inventory of office supplies and resources regularly, and coordinates with the Administrative Services Group for requisition
• Handles coordination and logistical support requirements for meetings, events, and activities o Prepares materials and sets up the venues for meetings headed/organized by the Section
  • Prepares Minutes of the Meeting and submits them to the Program Development Head / Program Development Officers for review

III. Records Management Support

• Updates database and maintains files and records of correspondences, documents and other materials of the Section in a systematic manner and consistent with the need to protect confidentiality and data privacy.
  • Maintains physical and digital copies of Memorandum of Agreement (MOAs), Memorandum of Understanding (MOUs), Partnership Agreements, Accreditations, etc. o Updates the contact information of resource persons, clients, partners, and suppliers, etc.
  • Tracks and records the status of the job orders, transmittals, etc.

IV. Performs other work-related tasks that may be assigned by immediate supervisor and authorized representatives.

Knowledge, Skills and Abilities

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Research: Ability to benchmark, align and provide observation notes in line with program development

Education and Experience Requirements:

• Bachelor’s Degree graduate
• At least 1-2 years of related work experience