Administrative Assistant

Description

Position Summary: Coordinate vehicle and supply operations, manage administrative assets, organize employee travel, and ensure branch facility cleanliness. Also includes personnel management, recruitment, and regulatory compliance. Key Responsibilities: 1. Manages branch operations and supplies. 2. Administers assets, travel, and facility cleaning. 3. Develops recruitment and personnel management. 1. Ensure operational readiness of vehicles assigned to the Branch by verifying compliance with preventive maintenance requirements, requesting repairs, conducting equipment inventories, and evaluating new equipment. 2. Conduct branch supply inventory, verifying stock levels to determine current administrative inventory status. 3. Place and expedite supply orders, and verify receipt of supplies in optimal condition. 4. Coordinate all new requests from Directors, including procurement of new administrative assets and maintaining inventory control of administrative assets at the Branch (computers, office furniture, cleaning supplies). 5. Organize employee travel, ensuring timely payment of per diems, ticket purchases, verification of travel itinerary details, and post-travel reporting. 6. Ensure cleanliness of Branch facilities. Manage, monitor, and update construction licenses / civil defense licenses / operating licenses in accordance with government institutional regulations. 7. Implement the Branch’s recruitment and selection process in accordance with approved internal procedures. 8. Prepare the Branch staff payroll register and submit it within established deadlines to the Compensation Assistant of the Human Resources Department (attendance, leaves, vacations, overtime, etc.). 9. Monitor and record Branch staff vacation entitlements in accordance with the approved vacation recording and control procedure. 10. Timely deliver and administer all personnel-related documents, including pay slips, CTS deposit certificates, profit-sharing statements, fifth-category income tax certificates, employment certificates, job description forms, Internal Work Regulations, Occupational Safety and Health Regulations, Annual Occupational Safety Plan, Medical Leave Procedures, among others. 11. Draft employment contracts for Branch staff and submit them to the Contracts Assistant of the Human Resources Department for review and subsequent signing by the General Sub-Management, within the stipulated timeframe and in accordance with approved procedures. 12. Submit personnel movement requests (promotions, position changes, transfers, acting appointments, etc.) and salary increases to the Deputy Head of the Human Resources Department within the stipulated timeframe and in accordance with approved procedures. 13. Support implementation of payroll deductions for worker debts by submitting the corresponding deduction authorization prior to established payroll closing dates. 14. Collect workers’ decisions regarding the financial institution where their salaries, CTS, and AFP funds should be deposited or transferred. 15. Update and submit information to the Human Resources Department within stipulated deadlines regarding enrollment requests for EPS, SCTR, oncology, and other insurance schemes, as well as timely submission of subsidy-related information. 16. Attend hearings required by the Labor Administrative Authority and prepare all requested documentation. 17. Immediately report workplace accidents to the Occupational Safety and Health Engineer, Branch Director, and Social Worker upon occurrence. 18. Draft disciplinary memoranda as required by Branch supervisors and the Branch Director. 19. Maintain up-to-date records of PPE for technical staff of the Branch.-Requirements- Minimum Education: Technical years of experience Languages: English Age: between 23 and 28 years Keywords: helper, assistant, auxiliary, aux, ayudante, asistente, auxiliar, aide, administrative