Administrative Assistant II

Plantilla Item No.: IPOB-ADAS2-14-2021

Place of Assignment: Financial Management and Administrative Services (Human Resource Management and Development 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. Proficient in records management, filing systems, and document control (both physical and digital) to support HR operations.
    2. Skilled in office productivity applications (MS Word, Excel, PowerPoint, and other relevant tools) for reports, correspondence, and tracking of HR documents.
    3. Knowledgeable in administrative workflows, HR document protocols, and compliance requirements including data privacy, confidentiality, and CSC regulations.
    4. Capable of supporting HR planning processes, including monitoring Work and Financial Plans, and Project Procurement Management Plans (PPMP).

  • Leadership / Strategic Competencies:

    1. Ensures accurate and timely routing, tracking, and archiving of division documents to facilitate operational efficiency.
    2. Demonstrates attention to detail, integrity, and professionalism in handling sensitive HR and personnel information.
    3. Coordinates effectively with internal units and personnel to maintain seamless administrative support and document flow.
    4. Provides reliable administrative and secretarial support to the Chief Administrative Officer and HRMDD staff, contributing to a high-performing division.

  • Residency Requirement:
    Preferably resident within Metro Manila or within commuting distance to the IPOPHL Main Office to ensure timely and consistent support for HR operations.

Duties and Responsibilities

1. Serves as the primary clerk for incoming and outgoing documents of the Human Resource Management and Development Division, ensuring accurate receipt, logging, routing, and dispatch in accordance with office protocols.
2. Performs general administrative and clerical tasks, including data encoding, filing, scanning, reproduction of documents, and maintenance of both physical and digital filing systems to support efficient records management.
3. Assists in routing, tracking, monitoring, and archiving official documents, memoranda, and division communications to ensure timely action and proper documentation.
4. Supports the monitoring and updating of the HRMDD Work and Financial Plan and Project Procurement Management Plan (PPMP), including tracking of timelines, submissions, and supporting documents.
5. Provides administrative and secretarial support to the Chief Administrative Officer and HRMDD personnel, including preparation of routine correspondence, scheduling assistance, and coordination of basic administrative requirements.
6. Ensures confidentiality, integrity, and proper handling of personnel records, HR documents, and sensitive information in compliance with data privacy and CSC regulations.
7. Coordinates with internal units to facilitate the smooth flow of HR-related documents and administrative processes.
8. Performs other administrative and support functions as may be assigned to ensure the effective and efficient operations of the Human Resource Management and Development Division.

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.