Administrative AssistantSan Miguel Corporation

ADMINISTRATIVE SUPPORT * Scheduling of Internal Group meetings, trainings and orientations, reservation of conference room for the venue and coordinating with participants. Handles meals and other logistical requirements.
Submits request for office supplies thru ARIBA, maintains inventory and safe keeps office supplies.
Prepares payment request memo (PRM) for department expenses and submits to Prosync for payment processing. Maintains logbook for all PRMs submitted.
Monitors department's expenses against budget. Prepares monthly expense variance report and accruals required by Division Finance.
Assists the Audit Manager and Internal Auditors in the registrations for seminars and trainings.
Coordinates submission of contract requirements by Outsource Service Providers (OSPs) and draft Professional Services Agreement (PSA or contract) by Audit Manager In-charge. Prepares term-sheet and checklist of contract requirements and submit to Audit Manager In-charge for review and to Internal Audit Head for approval. Prepares routing slip and submits to next approver. Monitors status of contract approval.
Prints final PSA and forwards to Internal Audit Head and other signatories for approval. Coordinates schedule of signing of contracts by OSP Partner/signatory and notarization of contracts.
Uploads notarized contract to the Contracts database and maintains a file of original copy of notarized contract.
Coordinates with Audit Managers and Systems and Business Control Group on archiving of completed contracts.
Prepares PRM for payments to OSP. Submits to respective Finance Manager for approval and forwards to Prosync for payment processing. Monitors payments to OSP.
Consolidates time charges reported by Internal Auditors and sends copies thru email to Internal Audit Head and Audit Managers.
Maintains Engagement Number Monitoring. Issues Engagement Number per Audit Planning Memo.
Maintains Aging of Audit Reports for Release and List of Released Audit Reports. Prepares Monthly report of Released and Unreleased Reports for submission to Internal Audit Head. Maintain receiving copies of released audit reports.
Prepares audit files for archiving and coordinates with SSI Storage Solutions, Inc. in the transfer of files. Prepares transmittal memo of files sent to SSI. Coordinates with Audit Manager on files for shredding and witnesses the actual disposal at SSI.
Monitors IT assets for Internal Audit Group. Safe keeps service laptops and projectors. Maintains logbook for issuances and returns.
Oversees the over-all preparation of internal activities (planning resources and execution) for Annual planning and team building, summer outing, budget planning, Halloween Trick or Treat, Christmas Party, Mass, OSP orientation and audit planning and other activities.
Acts as representative of Internal Audit Group in company activities.
Handles reservations and maintenance of conference room (Kambal Pandesal).
Other admin and logistical activities that may be assigned from time to time.
INTERNAL AUDIT HEAD SUPPORT * Scheduling of meetings of Internal Audit Head, sending invitations via Lotus Notes, reserving conference rooms for the venue and coordinating with other participants of the meeting. Handles meals and other logistical requirements.
Answers and sorts incoming and outgoing calls and documents for Internal Audit Head. Prepares transmittal of outgoing documents.
Maintains and monitors meeting schedules of Internal Audit Head.
Maintains and updates special projects and other files of Internal Audit Head.
Prepares Electronic Travel requests of Internal Audit Head for travel requirements, coordinates with travel agency for booking and issuance of plane tickets and visas.
Prepares PRM for expenses and reimbursements of Internal Audit Head, submits to approver and forwards to Prosync for payment processing. Maintains logbook for all PRMs submitted.
Maintains logbook for all incoming and outgoing documents.
Maintains confidential files and information. Ensures orderliness of files - safekeeping, routing and traceability.
Monitors submission of Audit Client Surveys and OSP Performance Evaluation. Prepares Report for submitted and unsubmitted surveys and evaluation.
Assists the Internal Audit Head in the budget preparation. Coordinates with Division Finance on the budget schedules and templates and on the submission of Internal Audit budget.
Assists the Internal Audit Head in the updating of Audit Universe.
Assists the Internal Audit Head in the preparation of Audit Committee reports and materials.
Coordinates with DIT and Help Desk for software and computer problems.
Entertains other matters being requested by other departments and subsidiaries from the Internal Audit Head from time to time.
Other admin and logistical activities that may be assigned.
San Miguel Corporation

Pasig City, Metro Manila
Permanent
Full-time