Job Family

Risk, Strategy, and Business Process

Function Name

Administrative Assistant

Mission of Function

The position is responsible for providing administrative services, particularly in workplace and resource management, and travel and fleet management and accounts payables.

Contact (internal/external)      

Responsibilities (What-How-Why)

Fully

Partially       

Supportive

GENERAL ADMINISTRATIVE OPERATIONS

Executes day-to-day administrative operations in assigned areas/sites through timely completion of SLAs and regular monitoring of ServEase and TAF requests.

X

WORKPLACE AND RESOURCE MANAGEMENT

Performs administrative tasks in maintaining the general housekeeping of assigned area/site through collaboration with assigned contractor’s representatives.

Consolidates and places order requests for office resources (office supplies, pantry supplies, etc.) 

X

X

TRAVEL AND FLEET MANAGEMENT

Processes approved travel requests (air/land/hotel) based on agreed SLAs and guidelines.

Monitors the preventive and corrective maintenance of company fleets (if applicable)

X

ACCOUNT PAYABLES

Processes requests for payments based on agreed payment terms and mode of transactions

Supports the Administrative Supervisor and Vendor Management Lead in proactively coordinating with the vendors for any issues/concerns

X

X

REPRESENTATION AND OTHER DUTIES

Represents the department/organization in meetings and conferences.

Performs other duties and responsibilities that may be assigned by his/her immediate leader.

X

MINIMUM REQUIREMENTS

Experience

Professional:  At least 2 years of experience as an administrative assistant/officer, or technical assistant with familiarity in using any Enterprise Resource Planning (ERP) systems

Education

Graduate of any 4-year program, preferably Office Administration or Business Administration

License Required

Not Applicable

COMPETENCIES

Competencies (knowledge-Experience-Capabilities)

Proficiency Level

Average

Above Average

Expert

CORE COMPETENCIES

Integrity

X

Teamwork

X

Innovation

X

Responsibility

X

Service Excellence

X

FUNCTIONAL COMPETENCIES

Service Quality Management

X

Accounts Payables / Financial Management

X

Vendor Management

X