Administration Officer

15 hours ago

Metro Manila Philippines Bernhard Schulte Shipmanagement Full time

Overview

Oversee the admin team in all tasks, support the Training Manager in updating the ISO Quality Manual, manage all admin records including office and IT supply inventories, maintain training-related records and generate necessary reports and statistics, and benchmark and evaluate suppliers.

Key Accountabilities Effective Operations:
  • Responsible for maintaining project documentation and producing required project reports.
  • Assist the Training Manager in keeping the ISO Quality Manual updated.
  • Maintain all training related presentations and produce required reports and statistics.
  • Maintain the inventories for stationery, pantry and galley supplies by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders for supplies; verifies and receipt of supplies.
  • Responsible for bench marking suppliers and maintaining the evaluation of all suppliers used.
  • Issuing, handling and obtaining approval for all debit/credit notes and invoices.
  • General administrative duties as required by the MTC Training Director.
  • Provide information regarding internal and external training courses and programs as requested.
  • Assist with travel and visa requirements for trainees.
  • Assist in arranging accommodation, boarding, local transportation for Trainees and Trainers as required.
  • Assist in maintaining monthly records of courses, costs, attendance, and all required statistics.
  • Maintain database up-to-date with records of seafarers completion of training courses administered by the MTC, including those delivered at CSC. Long distance / remotely, etc.
Quality Procedures Representative:
  • Maintain the Quality Procedures Manual (QPM).
  • Review the Quality Procedures Manual at annual or interim phases as required by the MTC Head or External Authorities guidelines.
  • Update the Quality Procedures Manual with updates or changes to the manual as required.
  • Secure authorization from the MTC Head for any changes in QPM.
  • Take part in internal and external audits.
  • Responsible for preparing an action plan of any audit findings.
  • Ensure that the audit findings are closed out and uploaded to PAL in agreed time scales.
  • Responsible for being the MTC Quality Focal Point as directed by the MTC Head on all MTC related quality assurance matters.
Requirements Education & Qualifications:
  • Qualification in maritime, business administration or relevant field.
Work Experience:
  • 2 years admin or quality management work in an educational institution, training centre, preferably maritime.
  • ISO 9001 training.
Job-Specific Skills:
  • Advance knowledge in Microsoft applications including Excel, PowerPoint, Word, Outlook and Planner.
  • Project Management skill.
  • Basic knowledge of maritime training and development framework e.g. employers’ obligations, training prerequisites, etc.
  • Basic knowledge of trends and concepts in training.
  • Good communication skills.
  • Fluency in English and in local language.
  • PC literacy.
Benefits
  • Retirement Benefit
  • SSS, PagIbig, PhilHealth Contributions Employer’s Share
  • Medical Insurance (HMO)
  • Life Insurance
  • Free Uniform
  • Free Office Lunch
  • Pro-rated Sick Leave and Vacation Leave on Day 1
  • 18 Days’ Vacation Leave per annum (increasing every 5 years of service by 1 day up to 22 days)
  • 21 Days Sickness Leave per annum
  • Administrative Benefits:
  • Compassionate Leave 3 Day – Immediate Family; 1 Day - Extended Family
  • Maternity/Paternity Leave
  • Birthday Leave
  • Birthday Allowance of Php 1,500
  • Medical Reimbursement-Php 750 per month; Php 9,000 per annum
  • Wedding Gift
  • Eyeglasses worth Php 3,000 upon regularization
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