Admin Assistant (Document Control)
CLOUDTOP PROGRAM - A Philippine Government Project headed by DEPED & DOST thru ICT Office
Total years of experience :13 years, 4 Months
Administrative Assistant (Document Control)
Duties and Responsibilities
Perform various administrative tasks, including, but not limited to the following:
1. Timely execution of project documentation tasks, based on defined process standards, including the preparation of reports, updates and other documents as required by the project;
2. Perform tasks specific and/or related to the document management, archiving and retrieval, including but not limited to, the maintenance of electronic and hard copy of files, maintenance and/or improvement of filing systems, checking the quality of documents, ensure completeness of documents, creation of directory and/or database of files, monitoring of processes and teaming up with other documentation groups;
3. Liaising with internal and external stakeholders to ensure that documents contain correct and understandable information regarding its categorisation;
4. Prepare minutes of meeting and other documentation tasks;
5. Perform data gathering, data analysis and report generation where applicable or as required;
6. Ability to work on deadlines and ensure that all teams of the project are following the same procedures with regards to documents;
7. Assist in the administrative and logistical arrangements for various events and activities including, but not limited to, arrangement of venue, meals, and preparation of event materials;
8. Preparation of required documents for cash advance, reimbursements, and other project-related expenses;
9. Manage project and team calendars, documenting and communicating the information to the required individuals in a timely manner upon clearance from the immediate supervisor;
Skills: Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Verbal Communication
1. Oversee the administrative section of TTBDO;
2. Prepares all requests and vouchers for and monitors the prompt and timely procurement of supplies, materials, equipment and services, including the repair and maintenance requirements of the office/facilities of TTBO;
3. Assists in the timely preparation of TTBDO’s annual internal operating budgets, plans and programs and other documentary and reportorial requirements.
4. Monitors and maintains records of all income generated and/or facilitated by TTBDO plus expenses and related financial requirements;
5. Act as human resource officer and secretariat for Executive Committee of TTBDO.
1. Oversee the administrative section of TTBDO;
2. Prepares all requests and vouchers for and monitors the prompt and timely procurement of supplies, materials, equipment and services, including the repair and maintenance requirements of the office/facilities of TTBO;
3. Assists in the timely preparation of TTBDO’s annual internal operating budgets, plans and programs and other documentary and reportorial requirements.
4. Monitors and maintains records of all income generated and/or facilitated by TTBDO plus expenses and related financial requirements;
5. Act as human resource officer and secretariat for Executive Committee of TTBDO.
• Provides, monitors & submits organizational forms/documents in compliance with the project's
requirements
• Leads a Team of Project Workers
• Reports to the Project Manager conscientiously
• Ensures that the working interrelationship are effective for timely project completion
• Identifies shortcomings and employ work experience to devise potential solutions during project execution.
• Handles the organization's financial information such as to control & regulate the use of resources.
• Communicates to other departments such as;
Sales Team, coordination / getting & meeting customer requirements,
Research & Development Team, collaboration/setting protocols for better project outcomes,
Accounting & Audit Team, checking/ensuring smooth project execution
• Headed the operational procedures & sole responsible of the PCOS Machine
• Provides assistance on the different officers / voters on the assigned area
• Assigned to take charge / troubleshoot any problem of the PCOS Machine
• responsible to the logistical transmission/transport of the machine from the assigned city to the voting precinct/area.
• able to evaluate the behaviors of machine during the mock testing and on the actual simulation.
• Reports & coordinate to Supervisor
• Ensures the ingenuity of food due to standard procedures is highly implemented
• Handles food preparation such as sautéing, plating, garnishing, panning & cutting of pizza
• Efficiently delivers / serves food on time to achieve high Customer Satisfaction Rate
