administrative officer ii- executive support

2 weeks ago

Cebu City, Central Visayas, Philippines DSWD FO VII Full time $104,000 - $130,878 per year

Education: Bachelor's degree preferably in Social Sciences, Public Administration, Mass Communication, Political Science, English, or any allied sciences.

Experience: At least one year of relevant experience, preferably in managing projects or social development programs, and executive assistance

Employment Status: Contract of Service

Statement of Duties and Responsibilities:

  1. Assists in the day-to-day operational and administrative activities of the ARDA by organizing the incoming flow of work, prioritizing incoming requests, maintaining a control system, and monitoring/following up to ensure timely response;

  2. Sets and monitors ARDA's schedule by arranging appointments, budgeting time, and preparing for meetings;

  3. Screens correspondence, responds to requests for non-technical information, drafts correspondence on general inquiries for the ARDA's signature, and assembles and summarizes information necessary for preparing a reply by the ARDA. Answers and screens telephone calls; provides routine and general information, redirects calls to the appropriate person, as required;

  4. Obtains, compiles, and extracts information from files, publications, databases, and other sources, on her own initiative or as requested by the supervisor, to prepare documents and briefing papers. Undertakes research to provide information to internal and external audiences, often on an urgent basis, using databases and/or the Internet;

  5. Coordinates with the focal person on the Performance Management System of the Field Office and acts as the contact point for OPCR & IPCR documentation of the ARDA organizing meetings for the ARDA with the staff reporting directly to him. preparing the documentation and tables of preliminary ratings based on the evaluators' comments to provide them to the Coordinator of the PRAS Review Committee:

  6. Records administrative actions and decisions on the files that the ARDA manages. filing documents in hard copy and/or electronically, maintaining a control system,

  7. Make necessary arrangements for meetings called for by the ARDA, draft agenda. compiles, distributes background documentation, and acts as the recording secretary for such meetings as required by taking, synthesizing, preparing, and disseminating notes and maintaining committee files;

  8. Participates on behalf of the ARDA in meetings when he/she is unable to attend in person and takes note of decisions taken and follow-up action required by the supervisor; Organizes workshops, conferences, seminar, and other special meetings including but not limited to making initial contact with participants, prepares documentation to be distributed, and deals with participant's particular requests as needed;

9.Does other related tasks as may be assigned by the ARDA

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