Admin Assistant, Manila

Duties and Responsibilities:

General

• Responsible in ensuring that the implementation of administrative activities is aligned with the integrated management system of the company (ISO 9001, ISO 14001, ISO 45001).

Purchasing

• Receive purchase requests and prepare Purchase Requisition Slip.
• Ensure that PRS is correct/accurate and attachments/supporting documents are complete.
• Secure all required signatories of PRS.
• Send accomplished PRS (with attachments) to Junior Admin Officer (HO) for uploading to SignNow for approval.
• Coordinate with the requesting personnel for any concerns/comments/changes in the PRS.
• Canvass from suppliers for every approved PRS.
• Prepare Canvass Form to record results of canvassing done.
• Prepare Purchase Order for every approved PRS.
• Secure all required signatories of PO.
• Send accomplished PO (with attachments) to Junior Admin Officer (HO) for uploading to SignNow for approval.
• Update the PRS and PO Monitoring Record.
• Prepare Service Order for services to be procured/availed.
• Prepare suppliers payables every cutoff.
• Submit suppliers payables to Admin Supervisor (HO).
• Send Request for Issuance to Junior Admin Officer (HO) for uploading to SignNow for approval.

Accounting

• Prepare weekly subsidiary report.
• Conduct daily monitoring of petty cash and update Petty Cash Monitoring as well as Petty Cash Count.
• Responsible in releasing petty cash to authorized personnel.
• Prepare Request for Cash Advance and/or Request for Payment and secure all required signatories.
• Send the signed RCA and/or RFP to Accounting Officer (HO) for uploading to SignNow for approval of the management.
• Responsible in ensuring the correct amount is received once the RCA and/or RFP is/are approved.
• Update the RCA and RFP Monitoring.
• Ensure proper liquidation of RCA and/or RFP.
• Send complete RCA and/or RFP records to the Accounting Officer (HO).
• Authorize Personnel for Bank Transaction (RCAs, PCF, Payroll)

External Provider Accreditation

• Look for available external providers (suppliers/service providers).
• Secure External Provider Accreditation Form and documentary requirements from external provider.
• Check completeness of accomplished EPAF and validity of submitted requirements by external provider.
• Forward accomplished EPAF and compiled requirements of external provider to Admin Supervisor (HO) for review and assessment.
• Compile and file all approved EPAF together with requirements.
• Update List of Accredited External Providers.

External Provider Evaluation

• Evaluate external providers based on the List of Accredited External Providers.
• Accomplish the Supplier/Service Provider Evaluation Form when conducting regular evaluation of external providers.
• Secure the approval of the Area Supervisor for the Supplier/Service Provider Evaluation Form.

Other Tasks

• Prepare Delivery Receipt for mobilization/hauling/demobilization activities.
• Prepare Travel Order and Itinerary for outgoing unit/equipment/service vehicle.
• Prepare and update Fuel and Service Vehicle Monitoring Report weekly.
• Submit Fuel and Service Vehicle Monitoring Report to Admin Assistant (HO) weekly.
• Prepare Fuel Order.
• Communicate effectively and openly to the management (Executive Director, Area Supervisor, Admin Manager, Area Manager) all concerns or issues pertaining to the assigned duties and responsibilities, and scope of work.
• Other tasks that may be assigned from time to time by the Executive Director or Area Supervisor or Authorized Personnel.