permanent ADMINISTRATIVE ASSISTANT iii osec-dswdb-adas3-103-2004 under as-pmdDepartment of Social Welfare and Development Philippines
Salary: Agreement
Work form: Full time
Posting Date: 19/03/2024
Deadline: 29/10/2023
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Job Description
PLACE OF ASSIGNMENT: DSWD CENTRAL OFFICE
PLACE OF EXAMINATION AND INTERVIEW: DSWD CENTRAL OFFICE, IBP ROAD, BATASAN COMPLEX, CONSTITUTION HILLS, QUEZON CITY NOTE: QUALIFIED APPLICANTS MUST SUBMIT/ATTACH THE NECESSARY DOCUMENTS IN A COMBINED PORTABLE DOCUMENT FORMAT (PDF) NOT EXCEEDING 100 MB
We wish to inform you that the Department of Social Welfare and Development Central Office has one (1) vacant permanent position with details as follows:
ADMINISTRATIVE ASSISTANT III
Item Number
:
OSEC-DSWDB-ADAS3-103-2004
Compensation
:
SG 9 (Php 21,211.00)
Place of Assignment
:
Administrative Service - Procurement Management Division
CSC PRESCRIBED QUALIFICATION STANDARDS
Education
:
Completion of two (2) years studies in college
Training
:
Four (4) hours of relevant training
Experience
:
One (1) year of relevant experience
Eligibility
:
Career Service Sub-Professional)/First Level Eligibility
PREFERRED QUALIFICATIONS (COMPETENCY-BASED)
Education
:
Completion of two (2) years studies in college
Training
:
Four (4) hours of relevant training
Experience
:
One (1) year of relevant experience
Eligibility
:
Career Service Sub-Professional)/First Level Eligibility
JOB DESCRIPTION
The Administrative Staff shall facilitate the preparation of Purchase Order (PO), Request for Inspection, Disbursement Voucher, and Waste Materials Report. He/she will also prepare memoranda, letters regarding extension for delivery and cancellation of supplier. Coordinate with end user/supplier regarding submission of documents needed for the payment of service provider/supplier and coordination with Property Supply and Asset Management Division (PSAMD) and Inspection Unit relative to the delivery of goods by the supplier.
Functions and Responsibilities
1.Ensure that the PO/contract implementation is in accordance with the provisions of RA 9184 and auditing and accounting rules and regulations:
a.Review the PO and Agency Procurement Request (APR) and check the appropriateness and consistencies of all procurement documents prior to the preparation of Disbursement Voucher payable to PS-DBM;
b.Prepare disbursement Voucher payable to PS-DBM and ensure the completeness of the supporting documents;
c.Monitor the delivery of goods/items and pick-up goods from PS-DBM, when necessary;
d.Ensure the compliance with the requirements of the end-user, specifically the technical specifications;
e.Coordinate the delivery of goods/items with the end-user;
f.Prepare Request for Inspection Report; and
2.Maintain one (1) contract monitoring system to ensure PO/contract implementation and timely reconciliation with FMS and PS-DBM;
3.Attend to end-user's and PS-DBM supplier's inquiries and complaints,
4.Provide technical assistance to end-user and/or Field Offices in terms of PS-DBM transactions; and
5.Perform other related duties and responsibilities as may be assigned by the Procurement Management Division Chief or the AS-Director.
Job Outputs:
1.Purchased Orders for Awarded Supplier;
2.Request for Inspection;
3.Memo / Letter regarding Cancellation / Extension for Delivery to;
4.Waste Materials Report;
5.Disbursement Voucher for the payment of Supplier;
6.Coordinated with PSAMD/Inspection Unit regarding the delivery of supplier;
7.Coordinated with end user / supplier regarding the submission of documents for the processing of payment of Supplier / Service Provider; and
8.Coordinated with supplier regarding their schedule of delivery.
Applicants should be guided by the following Criteria for Evaluation:
● Education (E) 25%
● Training (T) 10%
● Experience (E) 25%
● Written Examination
IQT 10%
Special Exam 15%
● Interview 10%
● IPCR or any related Performance Assessment/Review 5%
Total 100%
Initial Shortlisting:
Obtain 75% of the minimum total score of Education, Training and Experience (ETE)
Maximum Total Score of ETE only - 60%
75% of 60 = 45%
Second Shortlisting:
Top five (5) highest rating but overall rating should not be less than 80%
If two (2) or more vacant positions with the same title and salary grade are published at the same time, and there is only one (1) longlist applicants provided by HRMDS, additional two (2) applicants for every regular position will be added to the top five (5) highest rating. However, all the additional shortlisted positions should meet the 80% cut off.
Consists of ETE, IQT, Special Examination, Competency-Based Interview and Performance Rating.
Qualified applicants should apply online at www.dswd.gov.ph on or before October 12, 2023:
Kindly fill out the job application form and upload your complete requirements in a combined Portable Document Format (PDF) through this link
1. Application Letter stating the desired position, item number/code, salary grade and office/bureau/service/unit addressed to Ms. Jennifer M. Rizo, Officer-In-Charge of Human Resource Management and Development Service;
2. Duly accomplished, subscribed and sworn Personal Data Sheet (PDS) with recent passport size picture and thumbmark and Work Experience Sheet. You may download these forms thru https://csc.gov.ph/downloads/category/223-csc-form-212-revised-2017-personal-data-sheet;
4. Authenticated or photocopy of Transcript of Record and/or Diploma;
5. Authenticated or photocopy of Certificate of Grades for Master's Degree earned units, if applicable;
6. Certificate/s of relevant trainings and seminars attended, if applicable;
7. Certificate/s of Employment;
8. Valid NBI/Police Clearance or proof of payment i.e. official receipt of the NBI clearance;
9. Authenticated copy of Civil Service Eligibility and/or Valid PRC ID /proof of payment or schedule of appointment for the PRC renewal license; and
10. Performance Rating in the last rating period or any of its equivalent, if applicable.
Note: All vacant positions shall be open to all qualified applicants regardless of age, gender, civil status, disability, religion, ethnicity, social status, class, political affiliation, or other similar factors/personal circumstances which run counter to the principles of merit and fitness for the job and equal employment opportunity.
Files should be in a PDF and must not be compressed into archive file formats such as RAR or ZIP. If applying for multiple positions, submit a separate set for each.
Requests for extension of submission and application with incomplete documents will not be entertained. All communications pertaining to your application will be sent via e-mail.
IMPORTANT REMINDER:
Please fill out the Job Application Form and upload your complete requirements through this link .
For strict compliance.
Job Summary
Date/Time Posted:
2023-09-29 12:03:16
Place of Assignment:
Department of Social Welfare and Development, Philippines, Southeast Asia
Education:
Completion of two years studies in College
Experience:
One (1) year of relevant experience
Training:
Four (4) hours relevant training
Eligibility:
Career Service (Sub-professional)/First Level Eligibility
Employment Status:
Regular
Available Positions:
1
Salary Grade:
7
Job Description
PLACE OF ASSIGNMENT: DSWD CENTRAL OFFICE
PLACE OF EXAMINATION AND INTERVIEW: DSWD CENTRAL OFFICE, IBP ROAD, BATASAN COMPLEX, CONSTITUTION HILLS, QUEZON CITY NOTE: QUALIFIED APPLICANTS MUST SUBMIT/ATTACH THE NECESSARY DOCUMENTS IN A COMBINED PORTABLE DOCUMENT FORMAT (PDF) NOT EXCEEDING 100 MB
We wish to inform you that the Department of Social Welfare and Development Central Office has one (1) vacant permanent position with details as follows:
ADMINISTRATIVE ASSISTANT III
Item Number
:
OSEC-DSWDB-ADAS3-103-2004
Compensation
:
SG 9 (Php 21,211.00)
Place of Assignment
:
Administrative Service - Procurement Management Division
CSC PRESCRIBED QUALIFICATION STANDARDS
Education
:
Completion of two (2) years studies in college
Training
:
Four (4) hours of relevant training
Experience
:
One (1) year of relevant experience
Eligibility
:
Career Service Sub-Professional)/First Level Eligibility
PREFERRED QUALIFICATIONS (COMPETENCY-BASED)
Education
:
Completion of two (2) years studies in college
Training
:
Four (4) hours of relevant training
Experience
:
One (1) year of relevant experience
Eligibility
:
Career Service Sub-Professional)/First Level Eligibility
JOB DESCRIPTION
The Administrative Staff shall facilitate the preparation of Purchase Order (PO), Request for Inspection, Disbursement Voucher, and Waste Materials Report. He/she will also prepare memoranda, letters regarding extension for delivery and cancellation of supplier. Coordinate with end user/supplier regarding submission of documents needed for the payment of service provider/supplier and coordination with Property Supply and Asset Management Division (PSAMD) and Inspection Unit relative to the delivery of goods by the supplier.
Functions and Responsibilities
1.Ensure that the PO/contract implementation is in accordance with the provisions of RA 9184 and auditing and accounting rules and regulations:
a.Review the PO and Agency Procurement Request (APR) and check the appropriateness and consistencies of all procurement documents prior to the preparation of Disbursement Voucher payable to PS-DBM;
b.Prepare disbursement Voucher payable to PS-DBM and ensure the completeness of the supporting documents;
c.Monitor the delivery of goods/items and pick-up goods from PS-DBM, when necessary;
d.Ensure the compliance with the requirements of the end-user, specifically the technical specifications;
e.Coordinate the delivery of goods/items with the end-user;
f.Prepare Request for Inspection Report; and
2.Maintain one (1) contract monitoring system to ensure PO/contract implementation and timely reconciliation with FMS and PS-DBM;
3.Attend to end-user's and PS-DBM supplier's inquiries and complaints,
4.Provide technical assistance to end-user and/or Field Offices in terms of PS-DBM transactions; and
5.Perform other related duties and responsibilities as may be assigned by the Procurement Management Division Chief or the AS-Director.
Job Outputs:
1.Purchased Orders for Awarded Supplier;
2.Request for Inspection;
3.Memo / Letter regarding Cancellation / Extension for Delivery to;
4.Waste Materials Report;
5.Disbursement Voucher for the payment of Supplier;
6.Coordinated with PSAMD/Inspection Unit regarding the delivery of supplier;
7.Coordinated with end user / supplier regarding the submission of documents for the processing of payment of Supplier / Service Provider; and
8.Coordinated with supplier regarding their schedule of delivery.
Applicants should be guided by the following Criteria for Evaluation:
● Education (E) 25%
● Training (T) 10%
● Experience (E) 25%
● Written Examination
IQT 10%
Special Exam 15%
● Interview 10%
● IPCR or any related Performance Assessment/Review 5%
Total 100%
Initial Shortlisting:
Obtain 75% of the minimum total score of Education, Training and Experience (ETE)
Maximum Total Score of ETE only - 60%
75% of 60 = 45%
Second Shortlisting:
Top five (5) highest rating but overall rating should not be less than 80%
If two (2) or more vacant positions with the same title and salary grade are published at the same time, and there is only one (1) longlist applicants provided by HRMDS, additional two (2) applicants for every regular position will be added to the top five (5) highest rating. However, all the additional shortlisted positions should meet the 80% cut off.
Consists of ETE, IQT, Special Examination, Competency-Based Interview and Performance Rating.
Qualified applicants should apply online at www.dswd.gov.ph on or before October 12, 2023:
Kindly fill out the job application form and upload your complete requirements in a combined Portable Document Format (PDF) through this link
1. Application Letter stating the desired position, item number/code, salary grade and office/bureau/service/unit addressed to Ms. Jennifer M. Rizo, Officer-In-Charge of Human Resource Management and Development Service;
2. Duly accomplished, subscribed and sworn Personal Data Sheet (PDS) with recent passport size picture and thumbmark and Work Experience Sheet. You may download these forms thru https://csc.gov.ph/downloads/category/223-csc-form-212-revised-2017-personal-data-sheet;
4. Authenticated or photocopy of Transcript of Record and/or Diploma;
5. Authenticated or photocopy of Certificate of Grades for Master's Degree earned units, if applicable;
6. Certificate/s of relevant trainings and seminars attended, if applicable;
7. Certificate/s of Employment;
8. Valid NBI/Police Clearance or proof of payment i.e. official receipt of the NBI clearance;
9. Authenticated copy of Civil Service Eligibility and/or Valid PRC ID /proof of payment or schedule of appointment for the PRC renewal license; and
10. Performance Rating in the last rating period or any of its equivalent, if applicable.
Note: All vacant positions shall be open to all qualified applicants regardless of age, gender, civil status, disability, religion, ethnicity, social status, class, political affiliation, or other similar factors/personal circumstances which run counter to the principles of merit and fitness for the job and equal employment opportunity.
Files should be in a PDF and must not be compressed into archive file formats such as RAR or ZIP. If applying for multiple positions, submit a separate set for each.
Requests for extension of submission and application with incomplete documents will not be entertained. All communications pertaining to your application will be sent via e-mail.
IMPORTANT REMINDER:
Please fill out the Job Application Form and upload your complete requirements through this link .
For strict compliance.
Job Summary
Date/Time Posted:
2023-09-29 12:03:16
Place of Assignment:
Department of Social Welfare and Development, Philippines, Southeast Asia
Education:
Completion of two years studies in College
Experience:
One (1) year of relevant experience
Training:
Four (4) hours relevant training
Eligibility:
Career Service (Sub-professional)/First Level Eligibility
Employment Status:
Regular
Available Positions:
1
Salary Grade:
7
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