Administrative Assistant III

Plantilla Item No.: IPOB-ADAS3-26-2010

Place of Assignment: Financial Management and Administrative Services (Financial Management and Administrative Service - Office of the Director)

Salary Grade: SG 6 | Php 23,242

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) year of relevant experience

Eligibility: CS Sub Professional/ 1st level eligibility

Competency:

  • Technical / Functional Competencies:

    1. Proficient in secretarial and administrative support functions, including scheduling, correspondence, recordkeeping, and document management.
    2. Skilled in digital office productivity tools (e.g., MS Office, Google Workspace) and basic database or electronic filing systems.
    3. Knowledgeable in government rules and regulations related to records management, administrative procedures, procurement, and budget tracking.
    4. Capable of preparing reports, presentations, minutes of meetings, and other official documents with accuracy and clarity.
    5. Basic understanding of office workflow optimization and digital transformation principles

  • Leadership / Strategic Competencies:

    1. Demonstrates professionalism, integrity, and confidentiality in handling sensitive and executive-level information.
    2. Effective coordination and communication skills to liaise with internal units, external stakeholders, and partners.
    3. Attention to detail, time management, and ability to prioritize tasks to support the Director’s operational and strategic objectives.
    4. Service-oriented mindset, proactive in anticipating office needs and facilitating smooth operations.

  • Residency Requirement:
    Preferably resident within Metro Manila or within commuting distance to the IPOPHL Main Office to ensure active participation in office operations, meetings, and coordination with stakeholders.

Duties and Responsibilities

1. Provides comprehensive administrative and secretarial support to the Bureau Director, ensuring efficient management of daily operations, priorities, and strategic initiatives.
2. Manages the Director’s calendar, appointments, meetings, and official engagements, coordinating logistics, reminders, and follow-up actions to enable timely execution of decisions and directives.
3. Maintains the Director’s official records, documents, and correspondence, ensuring organized filing (physical and digital), proper retrieval, and compliance with records management and confidentiality protocols.
4. Prepares, drafts, formats, encodes, and proofreads correspondence, memoranda, reports, presentations, and other official documents, ensuring clarity, accuracy, and adherence to IPOPHL communication standards.
5. Handles incoming and outgoing communications (emails, calls, courier documents), ensuring proper routing, prioritization, and timely response in alignment with office procedures.
6. Supports digital transformation and workflow efficiency by maintaining and updating electronic filing systems, databases, and collaborative tools for improved recordkeeping, reporting, and interoffice communication.
7. Assists in budget coordination, procurement tracking, and liquidation processes, ensuring compliance with COA, DBM, and IPOPHL financial rules and audit requirements.
8. Prepares minutes of meetings, terminal reports, and other documentation to support evidence-based decision-making, monitoring, and reporting of the Bureau’s programs, activities, and projects.
9. Coordinates with internal units, bureaus, and external stakeholders to facilitate the smooth flow of information, meetings, and administrative requirements for the Director.
10. Monitors deadlines, action items, and deliverables arising from meetings, directives, and official communications to support effective decision-making and governance.
11. Upholds confidentiality, discretion, and professionalism in handling sensitive, executive-level information and communications.
12. Performs other administrative, clerical, and digital support functions as may be assigned to ensure effective, efficient, and future-ready operations of the Office of the Director.

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.