Office Assistant for VPSD  

Summary:

Under the supervision of the Vice President for Social Development, the Office Staff V provides secretarial and administrative support in the day-to-day operations of the office, including simple bookkeeping.

Job Description:

1. Secretarial and Administrative Support to the VP for Social Development
   • Oversees the VPSD’s calendar and appointments
   • Serves as the office front liner, attending to the various visitors of the VPSD
   • Receives and conveys messages to the VP for Social Development and the VPSD Team
   • Implements and maintains office systems, including schedules, databases, office supplies/office equipment, and filing systems
   • Assists in making travel and other logistical arrangements
   • Monitors purchases and maintains sufficient stock of office supplies
   • Oversees the physical upkeep of the office
   • Coordinates with CFMO for job order requests, ITRMO for IT requirements/trouble-shooting, and CPO for purchases of office supplies
2. Documentation and Communication
   • Assists in the preparation and management of correspondence and documents
   • Assists in the organization and preparation for meetings, seminars, workshops, and conferences, including the issuance of reminders and confirmation of events
   • Receives, makes incoming, outgoing calls, memoranda and files, and routes those according to content
   • Safeguards and keeps confidential documents and information in the office
3. Budget and Finance Management Support
   • Prepares and processes financial documents and other matters for endorsement by the VP for Social Development such as:
     • Order for Check
     • Reimbursement and liquidation requests
     • Petty cash vouchers
     • Cash advances
   • Monitors the status of the office budget, disbursement of funds
   • Keeps financial records and expense accounts of the office
4. Logistical Support for Office Events
   • Provides logistical and secretarial support to various events conducted by the office (such as DReaM Team disaster response campaigns, Lights for Hope etc.)
5. Performs other work-related tasks that may be assigned by the supervisor

• Bachelor’s Degree
• At least three (3) years of work related experience
• Skills in managing and keeping track of variety and volume of office data
• Secretarial skills
• Knowledge and skills in safeguarding confidential records, files, etc.
• Attention to details
• Good oral and written communication skills
• Knowledge of MS Office application