Administrative Support Officer
Development Cooperation Branch Australian Embassy Manila
Total years of experience :37 years, 10 Months
• Sentencing & Destructions of Files
• Physical check of file folders against electronic file records
• Sorting and classification of documents
• Labeling of files and recording into the database
• Assist in the reclassification of file status (e.g. active files to closed-in-section files)
• Cataloguing of reference materials, and
• Perfom other office/clerical duties as directed
• Manage cashier’s advance of Php250, 000. Timely replenishment of this advance to meet the needs of our clients from different agencies and co-workers.
• Replenish cashier’s advance at least twice a month.
• Prepare summary of all FMA and petty cash vouchers.
• Everyday reconciliation of collection and advance.
• Monitoring of cash advance, travel advance and acquittal
• Processing of voucher, checking of attached invoices, amount, claims and other requests for payment from the suppliers.
• Process bank reconciliation adjustments, journal entries and errors in SAP.
• Coordinate with the Bank’s Accounting Department on matters relating to inter-company accounts and charges.
• Coordinate with the Bank to pick-up collection.
• Safekeeping stocks of accountable forms, unused official receipts, and collection for deposit.
• Process supplier invoices for payment and sign all cheques drawn on official accounts in Pesos.
• Coordination of all End of Month (EOM) checklists and ensure they are completed, compiled and filed each month.
• Banking and preparation of deposit slips for Embassy staff cheques.
• Process and checking A-Based payroll. (Australian)
• Reconciliation of suppliers’ bills.
• Liaise with internal and external clients regarding payments.
• Perform other duties as directed.
• Perform regular reconciliation of Bank Statement.
• FMM 5.11 Examination of Public money and DFAT receipts.
• Prepare process and deplete A-Based club membership and Household Maintenance Assistance (HMA) entitlements, including for Head of Mission.
• Purchasing and canvasing of Furniture and fixtures for A-Based residence and recreation cottages
• Maintain and representation kit and settling-in kit items, coordinate order placement, payments and deliveries of these items
• Maintain Post Inventory Database System including entry of new purchases, update entries for change of location on inventory, delete inventory once they have been disposed
• Coordinate with auction companies for auction of surplus inventory
• Prepare surplus inventory/asset disposal reports including request for approval to dispose.
• Reconcile furniture and fittings inventory reports.
• Act as section record Officer and responsible for the maintenance of Property related records such as lease files, repair and maintenance files and asset files.
• Maintain data base for Recreation Cottages for A-Based Officer
• Maintain data base for Chancery and A-Based residential and utilities account.
• Processing of Utility Bills, Association dues, Rental and Parking Fee
• Identifying, sorting and processing PLDT, Globe Bills, and TAB Bills.
• Reconciliation of supplier’s bills
• Maintain a document-tracking database for outgoing and incoming correspondences, and a records management system.
• Prepare and process other suppliers invoice/bills
• Perform other duties as directed
AUSTRALIAN EMBASSY MANILA
Makati CityPhilippines
Temporary Staff in Human Resources
January 1998 - April 1998
• Process paperwork for new employees and enter employee information into the payroll system.
• Verify attendance, hours worked, and pay adjustments, and post information onto designated records.
• Compute wages and deductions, and enter data into computers.
• Provide information to employees and managers on payroll matters, tax issues, benefit plans, and collective agreement provisions.
• Process and issue employee paychecks and statements of earnings and deductions.
• Issue and record adjustments to pay related to previous errors or retroactive increases.
• Keep track of leave time, such as vacation, personal, and sick leave, for employees.
• Distribute and collect timecards each pay period.
• Issue and record adjustments to pay related to previous errors or retroactive increases.
• Keep informed about changes in tax and deduction laws that apply to the payroll process.
• Compile statistical reports, statements, and summaries related to pay and benefits accounts, and submit them to appropriate departments.
MARITIME PHILIPPINES PORT SERVICES, INC.
ManilaPhilippines
Accountant June 1983 - June 1997
• Report to management regarding the finances of establishment.
• Develop, implement, modify, and document recordkeeping and accounting systems, making use of current computer technology.
• Compute taxes owed and prepare tax returns, ensuring compliance with payment, reporting or other tax requirements.
• Maintain or examine the records of government agencies.
• Analyze business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
• Advise clients in areas such as compensation, employee health care benefits, the design of accounting or data processing systems, or long-range tax or estate plans.
• Develop, maintain, and analyze budgets, preparing periodic reports that compare budgeted costs to actual costs.
• Provide internal and external auditing services for businesses or individuals.
• Advise management about issues such as resource utilization, tax strategies, and the assumptions underlying budget forecasts.
• Survey operations to ascertain accounting needs and to recommend, develop, or maintain solutions to business and financial problems.
• Report directly to the Operations Manager
• Report daily to the Consignees/Charters thru telex, fax and telephone
• Monitor the use of vehicles to ensure all drivers are follow the regulations and driving standards
• Ensure that the budget lines are managed in accordance to the approved budget.
• Follow up contracted vehicles servicing and repair agency to ensure Vehicles are serviced and maintained to the required level
• Ensure accident (if any) is reported in accordance to standard reporting procedures
• Provide technical information and provide quality assurance before and after repairs; and to accident damaged vehicle.
• Monitor the fuel usage of all vehicles and carrying out monthly reports.
• Report daily regarding status of WORKER’s assigned to vessel, truck and warehouse.
• Compute and distribute daily payroll to workers
• Processing of Anchorage, Berthing and storage fee
• Processing of other supplier’s invoices
• Bookkeeping
• Prepare payroll to staff, SSS, BIR, Pag-ibig and Phil health
• Filling
• Perform other duties as directed
1979-1983 Bachelor of Science in Business Administration Major in Accounting University of the East- C.M. Recto, Manila