Administration Officer

2 weeks ago

Manila, Philippines Bernhard Schulte Shipmanagement Full time

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 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 inventories for stationery, pantry and galley supplies by checking stock, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies. Benchmark and evaluate suppliers, maintaining their evaluation records. Issue, handle and obtain 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. Arrange accommodation, boarding and local transportation for trainees and trainers as required. Maintain monthly records of courses, costs, attendance and all required statistics. Keep the database up-to-date with records of seafarers’ completion of training courses administered by the MTC, including those delivered at CSC, for long-distance or remote settings. Quality Procedures Representative Maintain the Quality Procedures Manual (QPM). Review the QPM at annual or interim phases as required by the MTC Head or external authorities. Update the QPM with changes as required. Secure authorization from the MTC Head for any changes in the QPM. Participate in internal and external audits. Prepare an action plan for any audit findings. Ensure audit findings are closed out and uploaded to PAL within agreed time scales. Serve as the MTC Quality Focal Point as directed by the MTC Head on all quality assurance matters. Education & Qualifications Qualification in maritime, business administration or relevant field. Work Experience 2 years of admin or quality management work in an educational institution or training centre, preferably maritime. ISO 9001 training. Job‑Specific Skills Advanced knowledge of Microsoft applications including Excel, PowerPoint, Word, Outlook and Planner. Project Management skills. Basic knowledge of maritime training and development framework (e.g., employers’ obligations, training prerequisites). Basic knowledge of trends and concepts in training. Good communication skills. Fluency in English and the local language. PC literacy. Benefits Retirement Benefit. SSS, Pag-IBIG, 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 days for immediate family, 1 day for extended family. Maternity/Paternity Leave. Birthday Leave. Birthday Allowance of ₱1,500. Medical Reimbursement: ₱750 per month; ₱9,000 per annum. Wedding Gift. Eyeglasses valued at ₱3,000 upon regularization. #J-18808-Ljbffr

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