office Associate - bataanSGS
Workplace: MetroManila, Manila, Makati
Salary: Agreement
Work form: Full time
Posting Date: 27/10/2023
Deadline: 09/07/2021
Company Description
SGS is the world's leading inspection, verification, testing, and certification company and recognised as the global benchmark for quality and integrity. With more than 89,000 employees, we operate a network of more than 2,600 offices and laboratories around the world.
Job Description
Primary Responsibilities
In-charge of documentation, dispatch and creation of Purchase orders as well as carrying out routine clerical tasks connected to their Regional Operations.
Specific Responsibilities
To ensure the proper handling, checking and dispatch of Documents, most especially the original copies of the Fuel Marking Certificates from the Regional Operations, to the Head office in Makati.
Make sure all dispatched documents of their respective Regional operation are complete and delivered in a timely manner as agreed upon by the Regional Ops and the Central Admin team in Makati. Ensure that all dispatched documents received by the Central Admin team is accounted for and complete. Coordinate with the Central Admin team in Makati if the Central team requires needed documents for Billing.
Ensure the proper monitoring and filing of documents related to the Regional Fuel Marking Operations they are designated to, including scanning all documents.
Ensure that all IExpense or Reimbursement Original documents from their respective Regions are complete, in order and properly sorted before dispatch to Makati Office.
Monitor and make sure all submitted original documents for Reimbursements have been received by the correct receiver.
Assist, upon request, any or all needs of the Central Admin team in Makati in order to ensure the proper schedule of Billing deliveries to our client. This include, but are not limited to:
Reconciliation of Fuel Marking Certificates.
Relaying to their respective Regional Operations Supervisors any requests for reproduction of Marking Certificates (If necessary) and made available at Makati team as soon as possible.
Ensure that the Purchase Requests (PRs) of their Regional Operations are lodged in IProc and other administrative tasks related to GBS-Finance.
Included in these PR tasks are the lodging in IProc the following for their respective regions:
PPE's for Fuel Markers
Operational supplies (i.e. sample bottles, sample tags etc.)
Equipment used by the Operation team
Any other supply that is within the jurisdiction and use of Regional Operation.
Must coordinate with the procurement service regarding the needs and requests of their respective Regional Operations.
To be trained and must be proficient in the use of the IProc system in order to fulfill the needs of their respective Regional Operations.
Ensure that the delivered supplies or requests are complete and accounted for. With proper documentation and monitoring.
Ensure the proper monitoring of supplies and equipment and will request in IProc the necessary number before depletion in order to avoid the issue of lack of supplies for operations.
Ensure the proper follow up and monitoring of suppliers regarding timeliness of deliveries.
Will be responsible with coordinating with GBS-Finance regarding supplier payments in case of any delays met to ensure the timely payments to our suppliers, contractors and staffhouses.
Coordinate with GBS-Finance regarding issues arising from releasing of funds via Cash Advances (CA), or queries regarding the status of their Regional Offices personnel's Reimbursement requests.
Ensure the deliveries of all supplies to their related Regions are direct from the supplier and keep their stockroom in order. As there is limited space in Makati. Stocks for each respective Regional Ops should be delivered directly to their areas. If supplier cannot deliver directly, coordinate with Makati Office to ensure the quick delivery of their ordered supplies.
Assist the Regional Operations of any documentation or system related tasks. Examples of which are listed but not limited to below:
FIMS
Fuel Marking Masterlist
Documentations
IExpense
Any task delegated to them by their Respective Regional Operations Supervisors as they deem fit. So long as it is within reason and within their capabilities.
Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:
Demonstrates strong obligation to SGS QHSEE policies, procedures and work instructions by actively participating in meetings, projects and events, completes required training, intervenes in unsafe situations, refuses unsafe work, and complies fully with all applicable laws and regulations related to HSEE
Perform appropriately and immediately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the work place
Disposes or directs the disposal of waste generated as a part of daily work performed in a safe manner and in compliance with the disposal regulations and requirements, and in accordance with SGS Environmental Management System requirements
Reports all incidents, including near misses and hazards, that may affect the achievement of QHSEE objectives in accordance with SGS Incident Reporting and Management requirements
Efficiently uses all equipment, including safety equipment, and company owned property in the manner intended and reports any damaged / lost equipment to immediate superior
Maintains a safe and tidy worksite according to the organization's 5S program and guidelines
Maintains awareness of the safety and health related hazards and environmental aspects and proposes action plans to control the risks to immediate superior or QHSEE Coordinators
Actively participates in incident investigations and risk assessments as deemed necessary by SGS management
Fulfills the requirements needed in the success of the QHSEE Management System
Recognizes the potential consequences of not following the established policies, procedures, and guidelines, including not fulfilling the organization's compliance obligations
Qualifications
Profiles
Education: College graduate (preferably of any Administrative course)
Required Skills
Good oral and written communication skills
Professional, Proactive, and willing to learn.
Show great sense of responsibility
MS Applications with excellent Excel skills
Additional Information
This position will be assigned in Limay, Bataan
SGS
SGS is the world's leading inspection, verification, testing, and certification company and recognised as the global benchmark for quality and integrity. With more than 89,000 employees, we operate a network of more than 2,600 offices and laboratories around the world.
Job Description
Primary Responsibilities
In-charge of documentation, dispatch and creation of Purchase orders as well as carrying out routine clerical tasks connected to their Regional Operations.
Specific Responsibilities
To ensure the proper handling, checking and dispatch of Documents, most especially the original copies of the Fuel Marking Certificates from the Regional Operations, to the Head office in Makati.
Make sure all dispatched documents of their respective Regional operation are complete and delivered in a timely manner as agreed upon by the Regional Ops and the Central Admin team in Makati. Ensure that all dispatched documents received by the Central Admin team is accounted for and complete. Coordinate with the Central Admin team in Makati if the Central team requires needed documents for Billing.
Ensure the proper monitoring and filing of documents related to the Regional Fuel Marking Operations they are designated to, including scanning all documents.
Ensure that all IExpense or Reimbursement Original documents from their respective Regions are complete, in order and properly sorted before dispatch to Makati Office.
Monitor and make sure all submitted original documents for Reimbursements have been received by the correct receiver.
Assist, upon request, any or all needs of the Central Admin team in Makati in order to ensure the proper schedule of Billing deliveries to our client. This include, but are not limited to:
Reconciliation of Fuel Marking Certificates.
Relaying to their respective Regional Operations Supervisors any requests for reproduction of Marking Certificates (If necessary) and made available at Makati team as soon as possible.
Ensure that the Purchase Requests (PRs) of their Regional Operations are lodged in IProc and other administrative tasks related to GBS-Finance.
Included in these PR tasks are the lodging in IProc the following for their respective regions:
PPE's for Fuel Markers
Operational supplies (i.e. sample bottles, sample tags etc.)
Equipment used by the Operation team
Any other supply that is within the jurisdiction and use of Regional Operation.
Must coordinate with the procurement service regarding the needs and requests of their respective Regional Operations.
To be trained and must be proficient in the use of the IProc system in order to fulfill the needs of their respective Regional Operations.
Ensure that the delivered supplies or requests are complete and accounted for. With proper documentation and monitoring.
Ensure the proper monitoring of supplies and equipment and will request in IProc the necessary number before depletion in order to avoid the issue of lack of supplies for operations.
Ensure the proper follow up and monitoring of suppliers regarding timeliness of deliveries.
Will be responsible with coordinating with GBS-Finance regarding supplier payments in case of any delays met to ensure the timely payments to our suppliers, contractors and staffhouses.
Coordinate with GBS-Finance regarding issues arising from releasing of funds via Cash Advances (CA), or queries regarding the status of their Regional Offices personnel's Reimbursement requests.
Ensure the deliveries of all supplies to their related Regions are direct from the supplier and keep their stockroom in order. As there is limited space in Makati. Stocks for each respective Regional Ops should be delivered directly to their areas. If supplier cannot deliver directly, coordinate with Makati Office to ensure the quick delivery of their ordered supplies.
Assist the Regional Operations of any documentation or system related tasks. Examples of which are listed but not limited to below:
FIMS
Fuel Marking Masterlist
Documentations
IExpense
Any task delegated to them by their Respective Regional Operations Supervisors as they deem fit. So long as it is within reason and within their capabilities.
Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:
Demonstrates strong obligation to SGS QHSEE policies, procedures and work instructions by actively participating in meetings, projects and events, completes required training, intervenes in unsafe situations, refuses unsafe work, and complies fully with all applicable laws and regulations related to HSEE
Perform appropriately and immediately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the work place
Disposes or directs the disposal of waste generated as a part of daily work performed in a safe manner and in compliance with the disposal regulations and requirements, and in accordance with SGS Environmental Management System requirements
Reports all incidents, including near misses and hazards, that may affect the achievement of QHSEE objectives in accordance with SGS Incident Reporting and Management requirements
Efficiently uses all equipment, including safety equipment, and company owned property in the manner intended and reports any damaged / lost equipment to immediate superior
Maintains a safe and tidy worksite according to the organization's 5S program and guidelines
Maintains awareness of the safety and health related hazards and environmental aspects and proposes action plans to control the risks to immediate superior or QHSEE Coordinators
Actively participates in incident investigations and risk assessments as deemed necessary by SGS management
Fulfills the requirements needed in the success of the QHSEE Management System
Recognizes the potential consequences of not following the established policies, procedures, and guidelines, including not fulfilling the organization's compliance obligations
Qualifications
Profiles
Education: College graduate (preferably of any Administrative course)
Required Skills
Good oral and written communication skills
Professional, Proactive, and willing to learn.
Show great sense of responsibility
MS Applications with excellent Excel skills
Additional Information
This position will be assigned in Limay, Bataan
SGS
Other Info
Makati City, Metro Manila
Permanent
Full-time
Permanent
Full-time
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SGS jobs
Makati City, Metro Manila
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About the company
SGS jobs
Makati City, Metro Manila