Administrative Aide VI (Clerk III)

UP Diliman sa; Quezon City; On-site; PHP 201,000 - 290,000; Full time

Job summary

The National Institute of Molecular Biology and Biotechnology (NIMBB) at UP Diliman invites applications for an entry-level Administrative Assistant role. The successful candidate will receive, screen, record, and endorse documents on a FIFO basis, ensuring timely processing for signatures.

Duties include coordinating with university offices, preparing disbursement vouchers, maintaining files and monitoring records, and supporting reconciliation of trust accounts.

Qualifications

• Completion of 2 years of college or Senior High School with no experience required.
• Ability to screen, record, and endorse documents on a FIFO basis.
• Strong coordination with university offices and external agencies.

Responsibilities

• Receives, screens, records, and endorses incoming documents on a FIFO basis.
• Prepares documents for Administrative Officer's and Director's signatures at least 1 hour before signing period.
• Coordinates with university offices and external agencies to monitor status of transactions.
• Scans and uploads supporting documents and submits DVs through BULSA within 2 hours of receipt.
• Prepares and submits DVs for personal claims within 3 hours of complete documentation.
• Maintains Google Sheet monitoring records for DVs, PRs, and related documents for in-house projects.

Skills

Integrity

Professionalism

Service excellence

Personal effectiveness

Teamwork

Education

Two years of college

Senior High School

Tools

Google Sheets

Disbursement Voucher processing

Job description

NATIONAL INSTITUTE OF MOLECULAR BIOLOGY AND BIOTECHNOLOGY, COLLEGE OF SCIENCE

Completion of 2 years of studies in college (prior to 2018) OR Completion of Grade 12/Senior High School (starting 2016)

with no experience required

Training

No training required

Career Service (Sub-Professional)/First Level Eligibility

Competency:

Core (Intermediate) Exemplifying Integrity and Professionalism; Delivering Service Excellence; Demonstrating Personal Effectiveness; Teamwork and Collaboration

Duties and Responsibilities

Receives, screens, records, and endorses incoming documents on a first-in, first-out (FIFO) basis, ensuring documents for the Administrative Officer's and Director's signatures are prepared at least one (1) hour before the scheduled signing period.

Coordinates with University offices and external agencies to monitor the status of NIMBB transactions and facilitate appropriate action within five (5) working days of request.

Scans and uploads complete supporting documents and prepares and submits the corresponding Disbursement Vouchers (DVs) through BULSA within two (2) hours of receipt of complete documents for the assigned transaction.

Prepares and submits Disbursement Vouchers (DVs) for assigned personal claims (e.g., IPA, COSPAY salaries, and awards) within three (3) hours of receipt of complete supporting documents.

Maintains and updates Google Sheet monitoring records for incoming and outgoing Disbursement Vouchers (DVs), Purchase Requests (PRs), and related financial documents for assigned in-house research projects within three (3) hours of receipt.

Maintains an organized filing system for processed Disbursement Voucher (DV) sets of assigned laboratory projects by filing complete documents within two (2) hours of processing to ensure accurate records and easy retrieval.

Assists the Administrative Officer in the reconciliation and monitoring of NIMBB trust accounts within four (4) hours of receipt of reconciliation requests or supporting documents.