Department Secretary

1 day ago

Taguig, National Capital Region, Philippines Manpower (Philippines) Full time

The Department Assistant plays a key role in ensuring the department runs efficiently by providing administrative, operational, and data support. This role focuses on coordinating tasks, maintaining documentation, assisting with audits and reporting, and supporting resource management systems such as ISDP, TIMES, and iResource. The ideal candidate is detail-oriented, organized, and proactive — someone who enjoys keeping things running smoothly behind the scenes.

Core Responsibilities

  1. Operations & Data Management

  2. Assist in tracking departmental KPIs, project milestones, and deliverables.

  3. Prepare and process operational data and performance reports using Excel and other reporting tools.
  4. Support managers in preparing meeting notes, presentations, and schedules.
  5. Contribute to data processing, report generation, and trend analysis to support decision-making.

Performance Focus:

  • Timely and accurate submission of reports and schedules.

  • Reliable data tracking and KPI updates.

  • Documentation & Internal Control

  • Serve as a Document Controller, ensuring all records are properly organized, updated, and accessible.

  • Maintain compliance documentation and assist in internal audits, process reviews, and inspections.
  • Track audit findings and coordinate with responsible teams for corrective actions.
  • Support adherence to company policies and Cyber Secret data security protocols.

Performance Focus:

  • 100% completion of documentation and audit requirements.

  • Well-maintained and easily retrievable records.

  • Resource Coordination & System Support

  • Monitor and update resource utilization and service time through TIMES and iResource systems.

  • Prepare and submit Productivity Utilization Reports (PUR) accurately and on time.
  • Provide support in ISDP updates, ensuring proper documentation and approval of resource changes.
  • Coordinate requests related to manpower, equipment, and system access while maintaining confidentiality.

Performance Focus:

  • Consistent accuracy and timeliness in TIMES and iResource updates.
  • Complete and verified resource documentation.

Qualifications

  • Bachelor's degree in Engineering or a related technical field.
  • Minimum of 1 year of experience in administrative, operations, or coordination roles.
  • Must have experience working in the telecommunications (telco) industry.
  • Proficient in Microsoft Excel, data processing, and report generation.
  • Hands-on experience with ISDP, TIMES, and iResource systems for data management, resource tracking, and reporting.
  • Experienced in documentation control, internal audits, and compliance monitoring.
  • Strong attention to detail, organizational skills, and ability to manage multiple priorities effectively.

Core Competencies

  • Strong attention to detail and organizational skills.
  • Supportive, reliable, and service-oriented mindset.
  • Discreet in handling sensitive and confidential information.
  • Clear communicator — able to coordinate effectively across teams.
  • Flexible, proactive, and resourceful in managing multiple priorities.

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