Administrative Assistant III

Plantilla Item No.: IPOB-ADAS3-27-2010

Place of Assignment: Financial Management and Administrative Services (General Administrative Services Division)

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 Expertise:

    1. Proficient in secretarial functions, work, and office management, including document preparation, records management, and information tracking.
    2. Skilled in office productivity tools (word processing, spreadsheets, presentations, and basic database management) for report generation and correspondence.
    3. Knowledgeable in records management, filing protocols, and administrative procedures to ensure compliance with audit, governance, and operational standards.
    4. Capable of coordinating logistics for meetings, events, and division initiatives, including venue preparation, documentation, and post-event reporting.

  • Leadership / Strategic Competencies:

    1. Supports efficient workflow and operational effectiveness through timely tracking, routing, and follow-up of official documents and division activities.
    2. Demonstrates accuracy, attention to detail, and confidentiality in handling administrative tasks and sensitive information.
    3. Coordinates with internal and external stakeholders to facilitate seamless division operations and service delivery.

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

Duties and Responsibilities

1. Maintains organized, accurate, and up-to-date files, records, and communication materials in accordance with office protocols, records management policies, and audit requirements.
2. Prepares, consolidates, and assists in the submission of standard administrative and operational reports, ensuring completeness, accuracy, and timeliness.
3. Provides administrative and logistical support for meetings, events, campaigns, and division activities, including scheduling, documentation, venue coordination, and post-activity records.
4. Drafts, encodes, formats, and proofreads routine correspondence, memoranda, reports, and other official documents using standard office productivity applications.
5. Routes, tracks, and archives official documents, memoranda, and communications, ensuring proper documentation flow and timely action within the division.
6. Coordinates with internal units and external partners to support the smooth implementation of administrative and operational tasks of the division.
7. Assists in monitoring action items, deadlines, and deliverables to support efficient workflow and service delivery.
8. Ensures proper handling and confidentiality of official documents and information.
9. Performs other administrative and support functions as may be assigned to ensure the effective and efficient operations of the General Administrative Services 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.