Administrative Assistant

Credit Guarantee and Investment Facility; Metro Manila; On-site; PHP 335,000 - 558,000; Full time

Job summary

Credit Guarantee and Investment Facility is seeking a proactive Administrative Assistant to support the Deal Operations Department with comprehensive administrative, reporting, and data-management duties. The role involves coordinating travel, preparing reports, and ensuring timely processing of documents in line with CGIF standards.

The candidate should have a university degree in Finance, Economics, Investment or Accounting, with at least 2 years in a financial institution or rating agency.

Qualifications

• Excellent command of written and spoken English.
• Minimum 2 years of experience in a financial institution or rating agency.
• Ability to analyze, validate, and present financial, operational, and numerical data for reports and management information.
• Strong MS Office, Power BI, and data handling skills.

Responsibilities

• Manage schedules, meetings, and travel requirements for supervisors and team members.
• Prepare, consolidate, validate, and format reports, board papers, and memos for the VPO and departments.
• Assist in gathering and maintaining operational and reporting data, including Power BI validation.
• Coordinate information for periodic internal and external reporting to management, board, and stakeholders.
• Prepare travel requests and reimbursements according to CGIF policy.
• Coordinate procurement and subscriptions, ensure timely, compliant documentation.
• Distribute incoming mail and ensure outgoing mail is dispatched on time.
• Provide reception services and handle queries from callers and staff.
• Maintain accurate electronic and physical records and document repositories.

Skills

English communication

Data analysis

Time management

Collaboration

Prioritization

Education

University degree in Finance, Economics, Investment, Accounting or equivalent

Tools

Power BI

Excel

PowerPoint

MS Office

Job description

The Administrative Assistant (AA) is a locally recruited staff position who will be responsible for providing comprehensive administrative, operational, reporting, and coordination support to the Deal Operations Department (DOD). The position supports the efficient delivery of departmental operations through administrative services, reporting assistance, data management, and coordination with internal and external stakeholders. The selected candidate will be offered a locally competitive salary and benefits package.

EXPECTED OUTCOMES

The AA, locally recruited, will report directly to the Senior Administrative Assistant or any other person assigned by the VPO and will be required to perform a full range of administrative duties for the assigned supervisors, including preparing reports and correspondences, business travel requirements, and other appropriate functions as needed, and coordinating CGIF activities.

Responsibilities will include:

• Manage schedules, meetings, and travel requirements; online calls; and correspondences required by the supervisors and team members
• Assist in the preparation, consolidation, validation, and formatting of DOD reports, management reports, Board and Committee papers, office memoranda, presentations, background materials, and other related documents as requested by the VPO, supervisors, and other departments.
• Assist in gathering, consolidating, validating, and maintaining operational and reporting data, including support for Power BI dashboard validation and the Guarantee Portfolio, to ensure consistency and accuracy of information.
• Assist in coordinating information and supporting periodic internal and external reporting requirements, including reports requested by management, the board, committees, and external stakeholders.
• Prepare mission-related requests, authorizations, and reimbursements of business travel for staff in accordance with CGIF's travel policy.
• Coordinate administrative procurement requirements, assigned subscriptions, payment processing, and related documentation in accordance with CGIF policies and procedures. Ensure that all correspondence and documents are correctly typed, prepared, and submitted on time in compliance with CGIF standards.
• Ensure that all incoming mail is properly distributed and brought to the attention of the concerned staff and that outgoing correspondence/mail is dispatched on time.
• Provide efficient reception services by screening incoming telephone calls, taking accurate messages, and dealing with queries from internal/external callers, to ensure they are communicated in a timely manner to the concerned staff.
• Maintain accurate electronic and physical records, departmental trackers, contacts, and document repositories to ensure efficient retrieval, proper record management, and compliance with CGIF standards. Close coordination with other CGIF EAs/AAs and departmental teams.
• Any other relevant duties that may be assigned based on business needs.

QUALIFICATIONS

Education Requirements

A university degree in Finance, Economics, Investment, Accounting or its equivalent.

Relevant Experience and Skills

• Suitability to undertake the responsibilities mentioned above at the required level.
• Minimum 2 years of experience working in a financial institution or rating agency.
• Ability to analyze, validate, and present financial, operational, and numerical data for reports and management information. Minimum 3 years of work-related experience supporting the operations department in a financial institution or rating agency as well as higher-level executives.
• Proficiency in MS Office applications (particularly Excel and PowerPoint), Power BI, and other office productivity tools. Ability to collaborate with individuals from diverse cultural/national backgrounds and good interpersonal and communication skills.
• Ability to manage priorities and workload within the general schedule of work, instructions, and standardized practices.
• Ability to work with minimum supervision and maintain composure under pressure.Experience in analyzing financial and numerical data will be an added advantage.
• Excellent command of written and spoken English.

CORE COMPETENCIES

Achieving Results and Problem Solving

• Uses organizational skills to deliver a set work plan according to the timeline and sometimes exceeds the expected quality of outputs.
• Promptly notifies supervisor when a setback occurs in completing moderately complex tasks to minimize delays.
• Follows defined procedure, process, and tools to identify and solve problems.

Personal Effectiveness

• Manages personal time well and is able to prioritize what is immediately required.
• Prompt, reliable, and keen on details in completing tasks at hand; requires minimal supervision.
• Has a positive attitude towards change and remains focused on tasks.
• Accepts responsibility for outcomes and seeks to rectify issues.
• Consistently follow ethical standards and maintain a professional appearance, handling routine ethical issues independently.

Collaboration and Teamwork

• Finds areas of agreements when working with conflicting individuals or groups.
• Shares information and solicits ideas and suggestions from others to accomplish mutual goals.
• Consistently show respect in interactions, communicate clearly, and actively support an inclusive environment.

TECHNICAL COMPETENCIES

• Has the ability to provide basic general administrative support and services.
• Has general knowledge on the usage of office soft wares and equipment needed for reports.
• Has the ability to take on the role of an effective source person in general admin processes.