Under the supervision of the Program Development Head, the Program and Administrative Assistant IV supports the implementation of programs, as well as provides office support to the day-to-day operations of the Section.
Main Duties and Responsibilities:
I. Program Management Support

• Prepares and maintains the monthly calendar of scheduled programs
• Collates program data such as number of attendees, estimated gross earnings, etc., and submits them to the Program Development Head for review
• Documents program sessions and provides observation notes on class flow, class participation, class conduct, etc. to the Program Development Head and Program Development Officers
• Assists the Program Development Officers and Program Development Assistant in research by conducting desktop research and reviewing of available resources to complete the prescribed report template

II. Administrative Support

• Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated
• Ensures that office supplies and resources are replenished, properly stored, and in good working condition
• Monitors the inventory of office supplies and resources regularly, and coordinates with the Administrative Services Group for requisition
• Handles coordination and logistical support requirements for meetings, events, and activities o Prepares materials and sets up the venues for meetings headed/organized by the Section
• Prepares Minutes of the Meeting and submits them to the Program Development Head / Program Development Officers for review

III. Records Management Support

• Updates database and maintains files and records of correspondences, documents and other materials of the Section in a systematic manner and consistent with the need to protect confidentiality and data privacy.
• Maintains physical and digital copies of Memorandum of Agreement (MOAs), Memorandum of Understanding (MOUs), Partnership Agreements, Accreditations, etc. o Updates the contact information of resource persons, clients, partners, and suppliers, etc.
• Tracks and records the status of the job orders, transmittals, etc.

IV. Performs other work-related tasks that may be assigned by immediate supervisor and authorized representatives.
Knowledge, Skills and Abilities

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Research: Ability to benchmark, align and provide observation notes in line with program development

Education and Experience Requirements:

• Bachelor’s Degree graduate
• At least 1-2 years of related work experience

Job Types: Full-time, Permanent
Experience:

• Administrative Assistant: 1 year (Preferred)

Language:

• English (Preferred)