Administrative Assistant II

Plantilla Item No.: IPOB-ADAS2-8-2021

Place of Assignment: Documentation, Information, and Technology Transfer Bureau
(IP Marketing and Communications Division)

Salary Grade: SG 5 | Php 21,718

Appointment: Permanent

Qualification Standards

Education: Completion of two-year studies in college (prior to 2018) or completion of Grade 12/Senior HS (starting 2016)

Training: Four (4) hours of relevant training

Experience: One (1) of relevant experience

Eligibility: Career Service (Sub-Professional) / First Level Eligibility

Competency:

  • Technical / Functional Expertise:

    1. Capable of maintaining organized and up-to-date files, documents, and communication materials following office protocols.
    2. Skilled in preparing standard reports, assisting in scheduling, meetings, documentation, and logistical support for events and campaigns.
    3. Skilled in basic computer applications and office documents.
    4. Demonstrates administrative skills (e.g. routing, tracking, and archiving official documents, memos, and division communications).
    5. Capable of coordinating activity concerns with internal units and external partners to ensure smooth implementation of tasks.

Duties and Responsibilities

1. Provides essential administrative and clerical support to ensure the efficient operation of the IP Marketing and Communications Division.
2. Maintains organized, accurate, and up-to-date files, records, and communication materials, following IPOPHL and government standards for document management and confidentiality.
3. Assists in the preparation, formatting, and dissemination of reports, presentations, and other official documents to support divisional programs, events, and campaigns.
4. Coordinates logistics, scheduling, and documentation for divisional meetings, webinars, trainings, workshops, and public awareness activities.
5. Supports routing, tracking, and archiving of official correspondence, memos, and communications to ensure timely follow-up and compliance with organizational protocols.
6. Facilitates coordination between internal units and external stakeholders to support the implementation of IP promotion, marketing, and public awareness initiatives.
7. Assists in monitoring deadlines, deliverables, and action items arising from divisional projects and communications.
8. Performs other duties as may be assigned to support the smooth and effective operation of the IP Marketing and Communications Division and the delivery of IPOPHL’s public engagement and awareness objectives.

HOW TO APPLY

IPOPHL adheres to the principles of merit, fitness and equality (no discrimination based on age, gender, sexual orientation, civil status, disability, religion, ethnicity or political affiliation) in the implementation of its Recruitment, Selection and Placement. Likewise, IPOPHL values the confidentiality of your personal information and adheres to the Philippine Government's Data Privacy Act of 2012 and its implementing rules and regulations.

Step 1: Prepare the following documents in PDF format

This Office highly encourages all interested and qualified applicants to apply, which include persons with disability (PWD) and members of the indigenous communities, irrespective of sexual orientation and gender identities and/or expression, civil status, religion, and political affiliation. This Office does not discriminate in the selection of employees based on the aforementioned pursuant to Equal Employment Opportunities Principle (EEOP).

Interested and qualified applicants should signify their interest in writing. Attach the following documents in PDF format and send to the address below not later than January 15, 2026, Thursday.

1. Application letter with specific position title and plantilla item number;

TO ENSURE THAT ALL APPLICATIONS ARE PROPERLY RECORDED:
For subject: Indicate position and Plantilla Item No. being applied for

2. Updated Resume with picture;

3. Fully accomplished and notarized Personal Data Sheet (PDS) with Work Experience Sheet and recent passport-sized or unfiltered digital picture (CS Form No. 212, Revised 2025); digitally signed or electronically signed;

4. Copy of Performance rating in the last rating period, if applicable. Accepted IPCR are either of these periods only: January to June 2025 OR July to December 2025;

5. Copy of proof of eligibility/rating/license; and

6. Copy of Transcript of Records and Diploma

 

Furthermore, qualified applicants must fill out the IPOPHL Employment Application Form, that can be accessed through this link: 

ALL APPLICATION DOCUMENTS must be submitted via email (careers@ipophl.gov.ph) and addressed to:

MA. LEA CRISELDA SJ. ANOLIN
OIC Director, FMAS
IPOPHL
(02) 7238-6300/ careers@ipophl.gov.ph

Step 2: Send via email

Email your application letter and all the documents listed to:

careers@ipophl.gov.ph

*Only complete application documents submitted on or before the deadline will be processed.