Administrative AssistantSun Life Financial

You are as unique as your background, experience and point of view. Here, you'll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.
Job Description:
Under occasional supervision, provides full secretarial support and a broad range of administrative assistance to the CFO.
Accounts for the usages/actual charges against the CFO Cost Center budget, and report variances to the CFO.
Annually, prepare the CFO's Cost Center Budget and provide supports, for the CFO's approval, prior to submission to the Budget Office.
Performs Accounts Payable processing only with respect to the requests for payment of Travel expenses, of the various business units. Posts these travel vouchers into the disbursement system. As needed, coordinates with the approved Travel Agency and with the Head,Finance Operations for any matters that relate to compliance with the company's Travel Guidelines.
Ensures that all items received for CFO approval have adequate support and recommendatory sign-off from originating departments or control units, and would comply in general with prevailing company guidelines or Finance policy. Refer to the CFO Accountabilities matrix.
Keeps confidential information of the FLC department and that of the immediate superior
Assists the CFO in coordinating with other FLC (Finance-Legal-Compliance) management team for the completion of the CFO's Board Reporting Package, based on a standard prescribed by the CFO. Ensures the adequacy of supporting information for approval of the CFO. Delivers this package to the Corporate Secretary of the Board, two weeks prior to scheduled Board Meeting dates.
Coordinates with Finance managers/officers in producing the CFO's monthly financial review package, and especially the annual financial review package for audited financial statements. Arrange for the review sessions of the CFO with each of the Finance section heads, as required by the CFO. Ensure that the finance section heads/managers have furnished supporting schedules and analyses, based on a standard set of information prescribed by the CFO, and follow up the submission of any additional information as required in the review notes of the CFO.
Completes the CEO Expense Report Summary, as required by the office of the SLF-Asia President every quarter, and submit for CFO approval during the first five weeks of the month following end of the quarter.
Designs the CFO's presentations, in line with the CFO's guidance notes and direction.
Composes letters to external parties, as required by the CFO. Uses sound judgment for releasing information to anyone who makes inquiries with the CFO's office. Comply with any signed Confidentiality Undertaking particularly for M&A, FLC Strategic Meetings/Off-sites, and Business Cases, where information are considered private and confidential.
Arranges the FLC meetings and other group activities. Takes down the minutes of FLC management meetings, and releases such minutes within the week after the meetings. Conducts follow-up with FLC management team as regards the action points from such FLC meetings.
Monitors the FLC people who are on leave, and advises the CFO about their absence which impact the work of the FLC group. Inquires with the FLC Managers/ Officers as to what course of action is being taken to address the impact of absent personnel, particularly those which would entail regulatory penalties, for timely information of the CFO.
Issues advisory about the CFO's upcoming out-of-office schedules to ensure any items that need the CFO's attention are submitted timely to the CFO prior to departure. Assists the CFO in completing liquidation reports or request for reimbursement, as needed.
Monitors renewal of various FLC contracts. Maintains FLC contracts, with complete comforme of the Company's signatories to identify those contracts which are in force. Monitor any scheduled liability/ disbursements required by the Contracts and coordinate with the FLC managers/officers as to the status, to ensure no penalties are incurred, or to ensure discounts are availed of.
Controls the department office supplies and places orders, prepares service requisitions
Provides competent secretarial and administrative assistance such as typing, filing, setting up meetings, composing letters, responding to telephone inquiries, making travel arrangements
Minimum typical education
office administration course or equivalent; A BSBA graduate is preferred.
Minimum typical experience
At least 3 - 4 years secretarial or administrative support experience
Core Professional / Technical Competencies Required
Abilities
Applies competent ability in the use of windows applications such as MS Word, Excel, PowerPoint and other software such as Adobe, Visio, and can format reports of moderately complex nature using these software
Able to compose routine letters following established standards on business correspondence
Applies above average keyboarding skills - keyboarding speed of more than 45 w.p.m.
Competent in written English and local language
Applies competent office administration skills
Knowledge
Applies good understanding of the department's major functions, work methods and procedures and their interrelation with other department's responsibilities and activities
Applies basic knowledge of the business unit's organization and familiarity with key personnel
Core Soft/Transferable Competencies Required
Communication
Work standards/quality orientation
Collaboration
Keeping commitments
Adaptability
Job Category: Administrative Services
Posting End Date:
Sun Life Financial

Manila City, Metro Manila Taguig City, Metro Manila
Permanent
Full-time