Legal Document and Admin Services Assistant

1 week ago

Ortigas, Philippines Pan Asia Resources PH Inc. Full time ₱600,000 - ₱720,000 per year

Key Responsibilities

  1. Document Reproduction and Handling - Receive, review, and fulfill requests for printing, photocopying, and scanning of documents. - Ensure the secure and confidential handling of sensitive materials. - Sort and organize printed/copied/scanned documents according to specified categories or project requirements. - Assist in the preparation and production of presentation materials and handouts for meetings and events.

  2. Equipment Operation and Maintenance - Operate and maintain printer, scanner, and copier machines in accordance with standard operating procedures. - Monitor equipment performance and promptly report faults or malfunctions to IT Support for resolution. - Provide orientation and training to newly onboarded OGC staff on machine functionalities and usage protocols.

  3. Legal Operations Support - Act as a proxy for the Legal Operations Assistant (LOA) during remote work arrangements, ensuring continuity of legal administrative processes. - Assist in seeking the endorsement and routing of legal documents to the Office of the Secretary (OSEC) and other relevant departments for signature and processing. - Prepare and manage the blue folder containing agreements (e.g., loans, grants, projects) for departmental signing and mailing. - Endorse files for turnover to Records on behalf of the OGC Staff in charge when necessary.

  4. Administrative and Inventory Management - Support a productive and organize legal work environment by monitoring and securing all unclaimed printed legal documents. - Manage inventory of OGC supplies, including monitoring stock levels, initiating replenishment requests, and coordinating the return of obsolete items to CSD. - Update and maintain the OGC Supplies Tracker to ensure accurate inventory records and usage tracking. - Notify the Administrative Officer of any incidents in the Copy Room and coordinate repair and maintenance requests via eServe. INTERNAL. This information is accessible to ADB Management and staff. It may be shared outside ADB with appropriate permission.

  5. Coordination and Technical Support - Liaise with concerned OGC staff to address any document production related issues, connectivity problems, and other network concerns. - Coordinate with relevant support unit to escalate and resolve technical issues affecting document services.

C. COMPETENCIES:

Applicants should have the following qualifications:

1. College level or technical/vocational school graduate.

2. With at least two (3-5) years' similar experience with the stated responsibilities.

3. Proficient in written and oral English communication skills since ADB is an international organization with diverse nationalities.

4. Familiar with OGC data and document categories in terms of confidentiality.

Job Types: Full-time, Permanent

Pay: Php50, Php60,000.00 per month

Language:

  • English (Preferred)

Work Location: In person

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