Administrative Assistant Manager

Pamela Matugas-Pitulan

Bin Mahmoud, Doha Qatar

Mobile No: +974-****-****

E-mail address: *.*******@*****.***

Personal Summary:

Age: 40 years old

Marital Status: Married

Height: 4.11 feet

Weight: 52 kilograms

Languages Spoken: English, Tagalog

Objective

To be affiliated with a growth-oriented organization where self-fulfillment is achieved, skills are further utilized and new abilities are acquired.

Skills

Strong analytical and organizational skills

Good oral and written communication skills

Good typing skills

Good negotiating skills

Has the ability to multitask

Excellent interpersonal skills, phone manner and office etiquette

Software: Microsoft Word, Excel, Powerpoint, Great Plains, Sun System, Lotus Notes, Oscar Light

Experience

1 March 2010 up to 8 March 2019

International Committee of the Red Cross – Davao sub Delegation, Philippines Premises Manager, Welcome Officer, Cashier, Welcome Supervisor Premises Manager (9 years)

Perform administrative tasks such as receiving and sorting of mails and documents, secure approvals to documents, reply to emails and mails, answer telephone calls, make request for supplies and coffee breaks, document filing and archiving, creation of business correspondence, preparation of minutes of meeting for special projects.

Ensures the availability of adequate premises (office, staff house, warehouse) for the sub delegation based on ICRC standard of appropriateness and safety. Negotiates lease agreements with property owners, establishes contact with service providers and organizes repair, renovation or maintenance works to ensure ICRC premises are in good living/working condition.

Arranges, schedules and organizes preventive maintenance and repair of office equipment

Arranges the assignment of cleaners, perform day-to-day inspection and surprise visits to ensure the quality of their work is of high standard. Perform annual appraisal report for the staff under my team.

Participate mainly in the screening, exam preparation, interview process and selection of cleaners and maintenance staff.

Perform housekeeping training, review and demonstration to the cleaners, explore relevant external housekeeping and safety trainings, source out effective and safe cleaning products, and new tools and equipment to improve staff capacity and efficiency.

Ensures the application of proper passive security in the premises in accordance with ICRC security rules, organizes bi-annual Disaster and Risk Management Training for the staff. Ensures the provision of relevant standard equipment in the premises, performs inventory management.

Monitors utility bills of the premises, analyze material variations, investigate and send necessary reminders to users to protect ICRC resources and to ensure expenses are within the budget of the deparment. Facilitate prompt payment of bills to ensure surcharges and service interruptions are avoided. Receives bills for rental dues, attach required support and facilitate approvals for subsequent submission to Finance for prompt payment.

Prepares annual budget for the department, monitor expenses to ensure disbursements are aligned to the budget, prepares monthly cash request for premises rental, utility dues and maintenance.

Cashier (6 years)

Responsible for the safe keeping and disbursement of petty cash making sure documents are reviewed, complete with support and duly approved before cash release.

Prepares petty cash report on a daily basis and check payment to suppliers and service providers ensuring ICRC Financial Rules are followed before check release.

Monitors working advances and settlement, encodes financial transactions in the Sun System

Welcome Officer (3 years +)

Makes hotel and plane ticket reservations for colleagues on a scheduled mission and sends official communication to the requester and concerned parties of the arrangement done. Coordinates with the logistics department to ensure transportation of colleagues who arrive/leave the sub delegation

Creates a summary of staff movement based on requests received and arrangement made and makes it available to everyone of interest in the sub delegation

Performs briefing of new expatriates on mission.

Receives bills from travel agencies and hotels, supply necessary support and facilitate approval for payment.

Welcome Supervisor (1 year +)

Validates requests for plane ticket and hotel accommodation making sure that the organization receives a reasonable rate and the traveller receives the services he is entitled to.

Scouts for travel agencies and hotels, performs ocular visits, requests for proposal and corporate rates and facilitates the creation of a service contract

Inspects hotels and reviews feedback to ensure proper accommodation is provided and passive security is in place in accordance with ICRC standards

Validates payments to the travel agency and hotels making sure it is complete in support prior to submission to Accounting Department for payment

Facilitates seminar requests. Requests for proposals for possible seminar venue, prepares a summary of all proposals received, transmits message to requesting parties for venue selection, facilitates signatures to the banquet contact and transmits relevant communication to concerned parties for proper information and updates on the arrangements made.

Supervises the Welcome Assistant by checking the Welcome Database to ensure that action has been taken for all requests for flights, hotel and transport of colleagues on mission, prepares annual performance report to maintain a good quality welcome service

1 March 2005 – 31 October 2009

Finance and Administrative Assistant

Local Governance Support Program in ARMM, Davao City, Philippines

Transacts with government agencies and private offices on the processing of documents relative to staff claims and benefits

Provides administrative support to staff in relation to health benefits, hospitalization and consultation being the focal person on the link between the organization and HMO

Assists in providing logistical and support services (e.g. travel, lodging) to ensure efficient operations of the organization

Checks, reviews and validates travel claims petty cash replenishment and operational expenses

Ensures completeness and accuracy of supporting documents prior to preparation of relevant vouchers and payments in accordance with guidelines and requirements

Prepares vouchers, check requests and accounting for all approved transactions, including general disbursements such payroll, monthly remittances, recurring payments

Has over-all responsibility in the audit of petty cash funds in various offices

Designs and develops formats/reports for financial reporting

Assists in the preparation of financial reports

Provides canvass of vendors/suppliers to ensure that the program receives favorable rates November 2003 – June 2004 and November 2004 to February 2005 Administrative Assistant

Philippines-Canada Local Governance Support Program Davao City, Philippines

Maintains records of cash advances and liquidation

Audits liquidation reports and facilitates the process and release of Consultant’s Professional Fees based on the accomplishment of deliverables

Reviews and validates claims for travel of staff, On-site Coaches and Local Resource partners and ensures completeness of supporting documents prior to payment in accordance with the Program’s guidelines

Prepares disbursement vouchers and checks

Prepares payroll, facilitates deposits to corresponding bank accounts and takes care of other banking transactions

Prepares monthly remittances to government agencies

Prepares bank reconciliation

Assist in the preparation, filing segregation and archiving of financial records, personnel files, communications, reports and other documents

Assists the Finance Officer in the preparation of budget and forecast

Assist in the production/preparation of training materials and kits July 2002 – May 2003

Accounting Staff

Attitudes Apparel

Quezon City, Philippines

Responsible for voucher and check preparation

Responsible for the archiving of financial documents

Prepares sales summary

Prepares disbursement reports

June 2000 – May 2001 and February 2002 to June 2002 Bookkeeper

The Wuyang Roadmaster Corporation

Davao City, Philippines

Responsible for the overall record keeping such as maintenance of the general ledgers and subsidiary ledgers, payable account, receivable account, Sales account

Facilitates the processing of business licenses and mandatory remittances

Assists in the preparation of the Financial Statement and Balance Sheet

Prepares payroll and other disbursement vouchers and checks

Responsible for the archiving of financial documents

Monitors the inflow and outflow of cash

Monitors inventory of supplies and stocks

June 2001 – December 2001

Medical Representative

Glaxo SmithKline

Tagum City, Philippines

Promotion of five key products to physicians

Monitors sales performance to key pharmacies

Monitors supplies and order status

Facilitates product distribution during free clinics Training

Integrated Pest Control Management

Conducted by Pest Science

El Bajada Hotel, Davao City

16 August 2018

Training for Premises Responsible

ICRC Training Center

Ecogia, Switzerland

19-23 March 2018

Occupational Safety and Health

Conducted by by DOLE

16 February 2016

ICRC Meeting Room, Davao City

Facilities Management

National Engineering Center

UP Diliman, Quezon City

2016

Basic Occupational Safety and Health Training

Conducted by OSHNET

El Bajada Hotel, Davao City, Philippines

10-14 August 2015

Personal Efficiency Course

Conducted by ICRC Learning and Development Team

Dusit Thani, Makati City, Philippines

February 2014

Leading a Team

Conducted by ICRC Learning and Development Team

Sommerset Millenium, Makati City, Philippines

December 2012

Stress Management

Conducted by Dr. Conanan (Pyschiatrist)

ICRC Sub-delegation, Davao City

April 2010

Records Management and Business Correspondence

Conducted by BTC Business Trainings and Consultancy Royal Mandaya Hotel, Davao City, Philippines

June 2007

Gender Sensitivity Training

Grand Regal Hotel, Davao City, Philippines

December 2006

Cultural Sensitivity Training

Estosan Garden Hotel, Cotabato City, Philippines

June 2005

Education

Bachelor of Science in Accountancy

June 1996 to March 2000

University of the Immaculate Conception

Davao City, Philippines

Consistent Dean’s Lister

Achievements and Affiliation

Member of the Toastmaster’s Club of Davao

Secretary, Villa Monte Maria Homeowners Association June 2016 to January 2019

Choir Member – St. Joseph the Worker Parish (2000 up to 2016)

Team Captain, Kick Ball Team, University of the Immaculate Conception (1999-2000)

House Secretary, House of Representatives, University of the Immaculate Conception

(1999-2000)

Wrote an article on the Team Building Workshop of the House of Representatives and published in the University Journal (1999)

3rd Placer, University’s Extemporaneous Speech Contest (1998)

Vice President, Del Carmen Youth Organization (1995-1996)

Extemporaneous Speaker of the Year, Davao Inter-School Extemporaneous Speaking Contest (1995)

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