Prepare transmittal and endorsement letters to reports and communications, in that order, in computerized form citing therein in concise statements salient features of the contents of the subject reports and communications;
Forward the communications and reports received by the Office, after the Center head had released such with instructions indicated, to concerned units or named staff with the specified action called for each noted for follow up;
Perform segregation and prioritization tasks for the communications and reports received by the Office, as means of pushing the Center head render action or decision only to the most urgent items in the incoming tray at every opportunity;
Assign day and time schedule for requests for talks or meetings by walk-in and by- appointment official guests of the Center, in accordance with arrival or contact time and the availability of the Center head or concerned Center staff
Usher walk-in and by-appointment guests, with slot durations for the talks or meetings underscored, to the Center head or staff according to the day and time schedule assigned to each to avert long queue of waiting guests;
Screen data input to computer-based forms and reviews integrity of outputs; create and maintain database files to ensure their completeness, confidentiality, accuracy, and timeliness;
Maintain printed and electronic copies of outgoing and incoming communications and reports for use in verifying information and data on such documents, if so required at some later dates;
Record incoming and outgoing documents in an electronic data filing system designed to achieve quicker tracking of the actions taken by the responsible staff or unit;
Encode correspondence, reports, and other official communications;
Encode and assist in the presentation of reports during meetings/conferences and reproduce hard/soft copies of documents; and
Undertake reproduction works of documents and other official papers needed under the EO Sector;
Deliver correspondence, packages, communication and other official documents to various NIA departments and ran errand for the office on matters requiring urgent action;
Follow-up/liaison pending important documents in other offices;
Encode/type correspondence, reports and other official papers;
Encode and assist in the preparation of reports of different units under EOS for PowerPoint presentation;
Assist in the intranet sharing of important files/reports from Local Area Network (LAN);
Encode and assist in the presentation of reports during meetings and conferences and reproduce hardcopies/softcopies of documents needed for distribution;
Encode/type correspondence, reports and other official papers;
Ensure proper operation, maintenance, repair & rehabilitation of the following facilities of building complex:
Electro-Mechanical facilities
Electrical-Communication facilities
Civil Works structures and facilities
Transport equipment
Housekeeping services;
Plan and promulgate programs in accordance with the existing decrees, laws and regulations (Building Code, Fire Code, Occupational Safety and Health for all employees and tenants of NIA building complex);
Formulate, recommend and enforce rules and regulations in the use of building complex facilities (offices, function rooms, dormitory, sports/health facilities, etc.)
Plan, direct the purchase of supplies, materials and equipment needed in the operation, maintenance and repair of building complex and its facilities and equipment;
Direct the submission of GSD annual budget/PPMP;
Prepare required reports and correspondence;
Promulgate and implement programs in line with the agency’s overall thrust (energy, fuel & water conservation program, austerity measures, etc.);
Conduct research on advance technology in maintenance and repair of mechanical, electrical, electronic-communication facilities and regarding fire prevention and building maintenance at NIA complex;
