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The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. 

Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. 

It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. 

The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

Ateneo de Manila University

Summary of Work Activities and Responsibilities:

Under the supervision of the Equipment and Motorpool Management Section Head, the Equipment Officer coordinates with suppliers on the maintenance of equipment, and facilitates and tracks Job Orders requests for minor repairs from the Section. The Equipment Officer is also expected to assist in the management of major improvement projects that are related to the Section’s operations and services.

 

 

Main Duties and Responsibilities

I. Equipment Maintenance

<ul>
	<li>Reviews Job Order requests related to equipment maintenance, and determines necessary actions to resolve requests, in consultation with the Section Head
	<ul>
		<li>Identifies appropriate team to resolve requests (i.e. third-party supplier or internal CFMO team) and cascades Job Order to them for resolution</li>
		<li>Monitors status of Job Order requests to ensure its timely completion</li>
		<li>Addresses inquiries related to Job Order requests</li>
	</ul>
	</li>
	<li>Coordinates with units on their major and loose equipment requirements in the Ateneo Loyola Campus &amp; Ateneo Professional Schools</li>
	<li>Arranges for third party preventive maintenance services and necessary replacement of parts for University equipment (e.g., generator, elevators, air conditioning units, Fire Detection and Alarm System/Firepro, Solar Tech, earthquake seismograph unit)
	<ul>
		<li>Coordinates with all suppliers regarding any additional repair requests and submits service reports to the Section Head for approval</li>
		<li>Initiates renewal of contracts for preventive maintenance services process by coordinating with the Central Purchasing Office (CPO) to help the Section Head regarding budget preparation</li>
		<li>Schedules system preventive maintenance of the equipment and coordinates with the unit regarding scheduling of maintenance services</li>
		<li>Monitors routine-in house genset power up and test run</li>
		<li>Collects data and equipment status to identify need for repair and upgrade of the system</li>
		<li>Collects data on repairs and upgrades and submits analysis report to the Section Head</li>
	</ul>
	</li>
	<li>Coordinates routine walkthrough of all buildings to check for equipment faults or errors for repair</li>
	<li>Secures the renewal of Mechanical Permit to Operate
	<ul>
		<li>Coordinates with the local government unit (LGU) for the requirements to secure a permit to operate mechanical equipment.</li>
		<li>Prepares all necessary requirements for submission to the LGU.</li>
	</ul>
	</li>
	<li>Updates Section’s database of equipment based on permits, replacement, status, cost etc.</li>
</ul>

II. Project Coordination for Major Improvements

<ul>
	<li>Assists the Section Head in the management of major improvement projects
	<ul>
		<li>Coordinates with contractors for project implementation</li>
		<li>Monitors accomplishment of project plans, ensuring that implementation is within established scope, timeline, and budget, as instructed by the Section Head</li>
	</ul>
	</li>
	<li>Collates and organizes project documentations, in coordination with the Administration Group</li>
</ul>

III. Performs other duties that may be required by the immediate supervisor and authorized representatives

Equipment Officer | Central Facilities Management Office

Summary of Work Activities and Responsibilities

Under the supervision of the Director of the Campus Ministry Office, the Administrative Assistant VI assists in the day-to-day operations of the Office of Campus Ministry by providing administrative, logistical, financial management support to ensure the smooth run of the spiritual programs and activities. 

Main Duties and Responsibilities

I. Frontline Duties and Administrative Support 

<ul>
	<li>Attends to office communications (incoming and outgoing) letters, memos, mails, emails 
	<ul>
		<li>Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner</li>
	</ul>
	</li>
	<li>Oversees and manages the calendar, meeting, and appointment schedules of the Director</li>
	<li>Handles coordinator and logistical support requirements for meetings
	<ul>
		<li>Prepares materials, reserves venues, and orders food for meetings headed/organized by the Office</li>
		<li>Coordinates arrangements for guests of the Office (e.g. parking slots, entry, egress, etc.)</li>
	</ul>
	</li>
	<li>Oversees the physical upkeep of the office and coordinates job order requests with the Central Facilities Management Office for repair and maintenance </li>
	<li>Ensures that office and program supplies/resources are replenished, properly stored, and in good working condition</li>
	<li>Serves as attendance custodian of the Office
	<ul>
		<li>Faciliates processes related to ohrmod (e.g. absence reports, leave applications, credits and conversion, hiring, performance evaluation and promotion) and to employee development</li>
	</ul>
	</li>
</ul>

III. Budget and Financial Management Support 

<ul>
	<li>Works closely with the Director in preparing the budget proposal of the Office for the fiscal year, and initially drafts the budget reports based on the Office's financial trends and needs
	<ul>
		<li>Prepares financial documents such as Budget Proposals and Forecasts, Order for Check, Petty Cash Replenishment, Cash Advance Requests, Budget Transfers, Reimbursement of Expenses, Summary of Expenditures Requisitions, etc. and routes for necessary approvals</li>
	</ul>
	</li>
	<li>Prepares and processes all financial-related transactions for the implementation of the different spiritual programs and activities, with the approval of the Director 
	<ul>
		<li>Processes requests for check, payables, and cash disbursement (e.g. stipend of priest, honorarium of facilitators and speakers, etc.)</li>
	</ul>
	</li>
	<li>Assists budgetary requirements for Integrated Ateneo Formation (InAF) program in close coordinator with respective Campus Ministers</li>
	<li>Collects and records mass collections &amp; daily expenses, deposits, mass collections to the Bursar, and prepares sumaries of mass collections/donation reports</li>
</ul>

III. Logistics and Activities Support

<ul>
	<li>Assists the Campus Ministers and the Chaplains in various logistical preparations pertaining to the implementation the different spiritual formation programs and activities</li>
	<li>Reminds priests of their assigned schedules and looks for possible replacements as needed
	<ul>
		<li>Serves as faith-sharing facilitator and provides general support during the actual run of the programs and activities as needed </li>
		<li>Designs promotional materials and collaterals for employee retreats, as needed</li>
	</ul>
	</li>
	<li>Serves as Rupert Meyer Library Custodian:
	<ul>
		<li>Facilitates the release and receiving of borrowed RML materials, mass kits, and office equipment</li>
		<li>Monitors and regularly conducts inventory of all Rupert Meyer Library materials and equipment </li>
	</ul>
	</li>
</ul>

IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative

Administrative Assistant VI | Office of Campus Ministry

Summary of Work Activities and Responsibilities:

The Program Assistant II is responsible for providing administrative and programmatic support to the Office for Mission and Identity. The position plays a key role in preparing materials needed for the programs to run smoothly, as well as safekeeping facilities and equipment. This position also serves as the office’s primary driver especially in relation to the various formation programs that the OMI runs. The Program Assistant II reports directly to the Director of OMI.

Main Duties and Responsibilities

<ol style="list-style-type: upper-roman;">
	<li>Administrative Support</li>
</ol>

<ul>
	<li>Provides administrative support to the Director, including managing schedules, coordinating meetings, and maintaining records</li>
	<li>Maintains and safekeeps all equipment, especially those used in formation activities.</li>
	<li>Coordinates and keeps accurate records of transportation expenses, needs of the office</li>
	<li>Delivers necessary documents and materials in relation to formation activities.</li>
</ul>

<ol style="list-style-type: upper-roman;">
	<li>Program Coordination</li>
</ol>

<ul>
	<li>Assists in the planning and coordination of events, workshops, seminars, and other initiatives.</li>
	<li>Coordinates with the Program Head and/or Director for documents to be prepared, reproduced and/or distributed during workshops etc.</li>
	<li>Assists in tracking and managing budgets for mission integration programs and events</li>
	<li>Collaborate with faculty, staff and student organizations to promote and facilitate mission-related initiatives</li>
</ul>

 

<ol style="list-style-type: upper-roman;">
	<li>Assists in other program related requirements as requested by the Program Head and/or Director. (such as safely transporting relevant persons during activities and other workshops, ensuring maintenance of vehicle)</li>
</ol>

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Equipment Officer | Central Facilities Management Office

Administrative Assistant VI | Office of Campus Ministry

Program Assistant II | Office for Mission and Identity