ANNIELYN P. LAPIZ
Los Baños
Summary
Experienced in Administrative Roles with extensive knowledge in a wide range of office management and administration duties. Proven office and personnel management skills, with equal ability in lead and support roles. Works well in high-pressure settings with minimal supervision in both leadership and team roles. Especially effective at fielding phone calls, coordinating with clients, and serving as the liaison between different departments and offices. Record keeping, document management, personnel support, travel, and logistic arrangement, purchasing, budget monitoring, and report presentation.
Overview
20
20
years of professional experience
Work History
Program Support Staff
Southeast Asian Regional Center for Graduate Study and Research in Agriculture (SEARCA)
01.2019 - 08.2021
- Spearheaded the department’s day-to-day administrative duties, such as processing travel document requests, payments, cash advances, supply requisitions, contract drafting, and other logistical and administrative requirements
- Acted as a focal point person, receiving guests, attended to telephone inquiries; recording, and routing, incoming and outgoing communication, and acting as an asset and document custodian of the Department
- Prepared internal and external correspondence, scheduled meetings, coordinated appointments, and other department activities and events
- Monitored the department’s budget and expenses and prepared a periodic report update on the status of fund utilization
- Managed office and asset inventories and maintained the internal database of the department
- Prepared concepts note, activity designs, and project management monitoring
- Other related duties assigned by the Department Head
Senior Assistant - Administrative Coordination
International Rice Research Institute (IRRI)
08.2012 - 01.2019
- Delivered top-notch day-to-day administrative support to the team, promoting excellence in office operations; answered multi-line phone systems, routing calls, and delivering messages to staff and greeting visitors
- Monitored and maintained a daily calendar of meetings, activities, and assignments for the Unit Head and the team
- Administered office management, filing of documents, and database
- Administered the internal and external communication of the team and acted as the focal person of the unit
- Monitored the team budget, reconciled the accounts with the assigned accountant; recommended re-alignment/re-classifications of funds if needed, and prepared a financial summary of expenditures
- Provided logistical support for the traveling staff to ensure that all the travel documents are in order prior the scheduled trip, organized meetings, seminars, conferences, workshops, and facilitated team building of the unit or guest visitor
- Acted as a focal person for the Human Resources-related tasks of the department, such as renewal of appointments and other documents needed by the HR Office
- Other related duties assigned by the Unit Head
Administrative & Human Resource Assistant
Innovations for Poverty Action in the Philippines (IPA)
06.2010 - 12.2011
- Assisted the Administrative and Human Resource operations as appropriate on all related matters of the organization
- Administered of the monitoring of organization fixed assets, inventory, supplies, and important documents
- Assisted in the preparation of payroll, ensuring the timely receipt of mandatory benefits remittances to the concerned agency, and ensuring compliance with annual government business registration requirements
- Spearheaded the 201 files of the whole organization’s staff
- Assisted in the preparation of the local staff meeting, the country meeting, and other related activities
- Other related duties assigned by the supervisor
Administrative Officer
Non-Timber Forest Products - Exchange Programme for South and Southeast Asia (NTFP-EP)
08.2005 - 09.2009
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Administered the property and supplies management of the office, in charge of the procurement and maintenance of equipment and supplies.
- Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
- Standardized office structures and processes to promote collaboration and increased performance.
- Assisted, the Deputy Director identify staffing needs, annual performance of the organization, and continuous updating of the Organizational Manual for the effective use of human resources (HR) within an organization
- Assisted recruitment process, contract preparations, staff orientation, staff benefits, and maintaining the confidentiality of the 201 files of the staff
- Supervised and guided new employees and responded quickly to questions to improve their understanding of job responsibilities.
- Ensuring the efficient flow of communications between and among the staff and between the office and partners organizations
- Produced highly accurate internal and external letters and memoranda, other important announcements, and ensuring that all correspondence will be circulated among relevant staff and partners organizations
- Planned and organized meetings, workshops, training, seminar, or conference and ensure that all relevant travel documents and other logistical needs are in order before to the travel/event date
- Conduct other activities related to the job as instructed by the Deputy Director
Administrative Assistant (Project Base)
University of the Philippines Los Baños Foundation Incorporated - UPLB-FI
09.2001 - 06.2005
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Administered the property and supplies management of the office, in charge of the procurement and maintenance of equipment and supplies.
- Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
- Assisted the Research Assistant in organizing meetings, workshops, training, seminar, or conference and ensure that all relevant travel documents and other logistical needs are in order before to the travel/event date
- Disbursing and monitoring project funds
- Encoding data in the project database
- Assisted Project Leader on her class
- Conduct other activities related to the job as instructed by the Project Leader
Education
Bachelor of Science - Computer Science
Colegio de Los Baños
Los Baños, Laguna01.2001
Secondary - undefined
Southern Luzon Polytechnic College
Lucban, Quezon01.1997
Elementary - undefined
Lucban Elementary School
Lucban, Quezon01.1993
Skills
- Administrative and Clerical Works, Office Management
- Interpersonal communication and relations
- Oral and written communication, both in English and Filipino
- Organizing training, meetings, and conferences
- Budget preparation and monitoring
- Familiarity with computer and internet applications
- Report Presentation
References
Maria Celeste H., Cadiz, Independent Consultant, mchcadiz@gmail.com
Awards
2018 Above and Beyond Call of Duty Award for the month of August (IRRI), 2014 IRRI Award for Outstanding Administrative Support
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