VACANCY ANNOUNCEMENT (VA05-2223)

ADMINISTRATIVE ASSISTANT
Office of the Director General

The Colombo Plan Staff College (CPSC) is an Inter-governmental International Organization for Human Resources Development. It aims to assist its 16 member countries in Asia and the Pacific Region in developing and enhancing their technical education systems through capacity-building programs, research, technical assistance, and knowledge transfer in technical and vocational education and training (TVET).

The main functions of CPSC include:

  • Provide training programs of further professional education and training to persons responsible for the planning, development, administration, and supervision of TVET and persons in key supporting roles;
  • Conduct conferences, symposia, and workshops on various aspects of TVET;
  • Manage customized programs on TVET planning, development, and evaluation;
  • Undertake research and development projects for knowledge sharing and benchmarking in TVET;
  • Assist member countries in developing their technical teacher education and training facilities;
  • Collect and disseminate information on technical education and training; and
  • Act as a facilitator of member countries in the transformation of the TVET framework by modifying the training and development strategies, program offerings, and research and development efforts.

Duties and Responsibilities of the Administrative Assistant

The Administrative Assistant provides support in various administrative functions in the Office of the Director General (ODG), including Human Resource (HR) administration support.

Specific Duties

  • Screen incoming calls, attend to general inquiries, and ensure proper endorsement to appropriate concerned staff;
  • Screen incoming documents/emails and ensure their delivery to the intended recipients;
  • Assist in preparing routine letters, office memos, orders, etc
  • Monitor and facilitate the application/renewals of visa, diplomatic, and NAIA IDs of the professional staff and their immediate family members;
  • Assist in processing the renewal/issuance of staff benefits such as insurance coverage, uniform, education allowance, leave credit conversion, etc;
  • Assist in the preparation of the annual team building and other staff development activities;
  • Facilitate the arrangements for the quarterly birthday celebrations, year-end party, and other non-program related social activities of the staff college;
  • Facilitate the processing of various HR services requests such as issuance of certificates of employment, compensation, good moral character, etc.
  • Organize and maintain HR and other ODG documents for easy retrieval
  • Provide administrative assistance in the preparation for Governing Board and Standing Committee Meetings;
  • Assist in preparation for ISO-related activities such as management meetings, internal and external audit preparations, training, document preparation, etc.
  • Monitor and review security attendance records, and prepare monthly requests for payment of security services;
  • Perform purchasing duties such as canvassing, selecting suppliers, establishing payment terms, and actual purchasing of goods for requested materials and supplies needed for CPSC programs and general operations
  • Perform periodic suppliers’ evaluation and maintain accredited suppliers’ list
  • Organize and maintain documents related to procurement and purchasing of general office and program supplies.
  • Perform other duties as may be assigned

Qualifications and Requirements

Education

    University Degree in administration and management, communication, social or development studies, or any related fields

Experience

    At least two (2) years of relevant experience in administration, office management, human resources, and any relevant field

Technical Competencies

  • Proficient in business writing and communications
  • Excellent coordination and organization skills
  • Excellent command of oral and written English language
  • Knowledgeable in the procurement process
  • Computer skills, including the ability to operate spreadsheets and word-processing programs

Behavioral Competencies

  • Proven ability to prioritize workload
  • Excellent time management skills
  • Shows initiative and is proactive
  • Detail-oriented and highly organized
  • Ability to work with very little or no supervision
  • Excellent multi-tasking skills, and exhibits multi-skilling qualities
  • Responds positively to feedback
  • Consistently approaches work with energy and a positive, constructive attitude
  • Remains calm, in control, and good-humored even under pressure
  • Ability to understand and execute basic instructions
  • Tactful and diplomatic even in difficult situations

Core Competencies

  • Displays Honesty and Integrity
  • Displays Professionalism
  • Client-Oriented and Customer Focused
  • Collaborates and Fosters Teamwork
  • Excellent Interpersonal Skills

Desirable Qualifications

  • Experience in working in a multicultural environment or in other international organizations would be an advantage.

Salary and Benefits

  • Starting gross monthly salary: Php 26,000 to Php 33,000 depending on the applicant’s qualifications
  • 13th-month pay
  • SSS, HDMF, Philhealth
  • HMO and accident insurance coverage
  • Daily meal allowance
  • Vacation and sick leave
  • International and local travel opportunities

Duration of Appointment

    An initial period of one (1) year; may be extended and/or advance to regularization

Application Process

Interested applicants may send their Expression of Interest (EOI), duly completedApplication form (click here), and Comprehensive Resume in PDF Format, via EMAIL to:

The Director General
(Subject: Application to VA05-2223 Administrative Assistant - [your full name])

Colombo Plan Staff College for Technician Education
Building Block C, Department of Education Complex
Meralco Avenue, Pasig City 1600, Philippines
E-mail: [email protected], [email protected]

Word Icon Application Form (click here)

Deadline for Application
3 March 2023

This position is for Philippine nationals or permanent residents of the Philippines only.
Applications received via Facebook and/or with incomplete application documents will not be considered.
Only shortlisted applicants will be notified.