Secretary II, Item #143, SG – 09

REGION : NCR ; AGENCY :  Cultural Center of the Philippines;

PLACE OF ASSIGNMENT: CCP – Production and Exhibition Department;

POSITION/TITLE: Secretary II, Item #143, SG – 09   

 

QUALIFICATION STANDARDS:

Education :  Completion of two years studies in college

Experience :  1 year of relevant experience

Training :  4 hours of relevant training

Eligibility :  Career Service (Subprofessional) First Level Eligibility

 

PREFERENCES:

  1. Any course relevant to Business Management or Administration; Organizational Communication; Theater Arts.

  2. With training in office administration, secretarial, business writing, communication or other relevant training.  Trainings related to Theater Production/Management, an advantage.

  3. With basic knowledge on arts and culture, airline reservation and hotel booking procedures, rules on procurement and processing of payments or reimbursements, production, events and stage management.

  4. With critical thinking skills, people skills, customer service, planning and organization, problem solving and decision making, leadership, time management, and effective communication skills.

  5. Creative and innovative, resourceful, excellent delivery of work, with attention to details, and knows how to multi-task.

 

COMPETENCIES:

• Business Communication

Intermediate: Plans and delivers information to effectively convey and receive the intended message/s, observing and practicing proper business etiquette and office decorum. It also includes the knowledge and ability to operate various office equipment.

 

• Meeting Management

Intermediate: Effectively arranges daily, weekly, and monthly meetings which include taking minutes of the meeting and other logistic support to ensure smooth scheduling of daily activities needed during the meeting.

 

• Records and Information Management

Intermediate: Effectively maintains an updated and orderly filing system; to facilitate monitoring, retrieval and ensures that confidential and/or personal files and records are properly secured and maintained.  Observes the principles of 5S in the workplace.

 

• Travel and Events Management

Intermediate: Secures proper domestic and international travel arrangements as well as attendance to various events of the Department Manager III.

 

• Feedbacking Skills

Intermediate: Communicates information, opinions, observations and conclusions so that they are understood and acted upon such as meeting the superior regularly to inform on the progress and problems encountered in work/office.

 

• Basic Computer Skills

Intermediate: Applies computer skills in work using MS Office Applications

 

• Speaking Effectively

Intermediate: Effectively delivers messages that require some planning for the method used and the possible reception to the message (audience-team/s, departments)

• Writing Effectively

Intermediate: Edits existing or customizes available communication materials to produce an appropriate written work

 

• Delivering Excellence

Basic: Complies with the CCP’s established standards of delivery or service level agreements, delivers explicit requirements of customers; and practices ethical abd professional behaviors.

 

• Valuing Diversity

Basic: Understands and respects diversity and works for the office/department and other co-workers on the basis of mutual trust and respect

 

• Innovativeness

Basic: Demonstrates an awareness of basic principles of innovation

 

DUTIES AND RESPONSIBILITIES:

  1. Prepares/composes promptly all types of business communication and correspondences by applying appropriate business writing concepts and techniques.

  2. Sends or disseminates replies or responses to various communications/correspondences received by the Office of the Department Manager. Relays all instructions and messages of the Department Manager III to concerned parties with accuracy, promptness and professionalism using effective communication channels.

  3. Sorts documents according to importance, priority and function.

  4. Answers and makes phone calls properly with utmost courtesy, reliability and appropriate etiquette. Screens phone calls referring only those that require the attention of the Department Manager III.

  5. Undertakes meeting management activities for the Department Manager III which include preparation of agenda, minutes of the meeting, proper management of schedule of meetings and activities, coordination with the concerned parties, and conduct of necessary follow-ups on actions to be taken.

  6. Undertakes records and information management activities using a systematic, effective and practical operating procedure on receipt, dissemination, classification, filing and retrieval of documents, records/files or various correspondences.

  7. Guarantees efficient travel and events management for the Department Manager III through: prompt, resourceful and creative acquisition of significant information such as hotel accommodation, transportation, itineraries, meeting agenda and other pertinent information; facilitation of official documents necessary to travel/event; processing of allowances and travel expenses; preparation of presentation materials, giveaways or corporate souvenirs; coordination with the concerned agencies/entities/organizations for any logistical concerns; and, assists in the conduct of/conducts ocular visits.

  8. Provides effective feedback to the superior by communicating reliable information using appropriate techniques, strategies and principles.

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Applicants are requested to submit the following to the CCP-Human Resource Services Division on or before May 18, 2018:

 

  1. Letter of application

  2. Fully accomplished Personal Data Sheet (PDS) with recent passport-sized picture (CS Form 212 Revised 2017) which can be downloaded at www.csc.gov.ph

  3. Work Experience Sheet which can be downloaded at www.csc.gov.ph

  4. Diploma and Transcript of Records/Certificate of Grades (Photocopy and original for verification)

  5. Authenticated copy of the Civil Service Certificate of Eligibility

  6. Certificates of training (Photocopy and original for verification)

  7. Certificates of employment (Photocopy and original for verification)

  8. Performance Evaluation Report  (January–December 2017 with very satisfactory rating) for applicants currently in government service

  

For Nos. 4, 5, 6 & 7 a review of the existing credentials of internal applicants will be done in coordination with the Human Resource Services Division.

 

INCOMPLETE DOCUMENTS SHALL NOT BE ENTERTAINED