Office administration function:
Secretary and office management functions, including:
•Assist and prepare for meetings (e.g. liaison with internal/external parties).
•Compile reports, submissions, meeting agendas and follow-up actions.
Clerical functions and general support for office operations.
•Identifies information and documentation required for the procurement and advises Divisions on the availability of Demand Aggregate contracts in the Government Electronic Business (GeBIZ) system for purchases more than $6,000 and the use of the appropriate procurement templates.
•Monitors and tracks the publication/award/contract variations/options.
•Performs User-Acceptance Testing for ACE and troubleshoot for any errors.
•Verifies and confirms vendors created for Divisions to facilitate the payment in ACE.
•Collates the bids received from publication of quotations/tenders for goods and services and ensure the adherence to the completeness of the proposal to be submitted in GeBIZ.
•Executes the end-to-end procurement operations process according to procurement policies and procedures. This includes raising approval of requirements, issuing Purchase Orders (POs) and publishing quotations/tenders and awards for goods and services required by Divisions/Units within the Group in the GeBIZ system.
•Handles procurement operations such as issuing POs, performing good receipts to ensure proper procurement of goods and services and facilitate payment to external parties.
•Performs good receipts to ensure proper procurement of goods and services, and facilitates payment for DA contracts.
•Creates vendors in ACE upon request by Divisions/Units to facilitate the creation of POs.
•Downloading of e-invoice from ACE and dispatch to respective officers.
Working Hours: Monday - Friday (office working hours)
Contract Duration: 3 Months
- Preferably some secretarial or administrative experience with knowledge of computer software such as GeBIZ, ACE, Microsoft word and excel.
- Diploma Holder