Administration Officer

3 weeks ago

Manila, National Capital Region, 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, generate reports and statistics, and evaluate suppliers.

Key AccountabilitiesEffective Operations:
  • Maintain project documentation and produce necessary reports.
  • Assist in updating the ISO Quality Manual.
  • Manage training presentations and generate related reports and statistics.
  • Maintain inventories for stationery, pantry, and galley supplies, check stock levels, anticipate needs, place orders, and verify receipt of supplies.
  • Benchmark and evaluate suppliers regularly.
  • Handle debit/credit notes and invoices, obtaining necessary approvals.
  • Perform general administrative duties as required by the MTC Training Director.
  • Provide information on internal and external training courses upon request.
  • Assist with travel, visa arrangements, accommodation, and transportation for trainees and trainers.
  • Maintain monthly records of courses, costs, attendance, and statistics.
  • Keep the database of seafarer training completion records updated, including remote and online courses.
Quality Procedures Representative:
  • Maintain and review the Quality Procedures Manual (QPM) periodically.
  • Update the QPM with necessary changes, securing approval from the MTC Head.
  • Participate in internal and external audits, prepare action plans for findings, and ensure timely closure and documentation.
  • Serve as the MTC Quality Focal Point for quality assurance matters.
Requirements

Education & Qualifications:

  • Qualification in maritime, business administration, or relevant field.

Work Experience:

  • At least 2 years in admin or quality management, preferably in maritime training institutions.
  • ISO 9001 training certification.

Job-Specific Skills:

  • Proficiency in Microsoft Office applications (Excel, PowerPoint, Word, Outlook, Planner).
  • Project management skills.
  • Basic understanding of maritime training frameworks and trends.
  • Effective communication skills in English and local language.
  • PC literacy.
Benefits

Effective Day 1:

  • Retirement benefits, SSS, Pag-IBIG, PhilHealth contributions (employer's share).
  • Medical insurance (HMO), life insurance.
  • Free uniform and office lunch.
  • Pro-rated sick and vacation leaves from day 1.
  • Vacation leave starting at 18 days per year, increasing with service.
  • Sickness leave of 21 days per year.

Administrative Benefits:

  • Compassionate leave, maternity/paternity leave, birthday leave, and allowance.
  • Monthly medical reimbursement and wedding gift.
  • Eyeglasses allowance upon regularization.
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