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Project Secretary

  • Full Time, onsite
  • DLSU Institute of Biomedical Engineering and Health Technologies (IBEHT)
  • Binãn, Philippines
Salary undisclosed

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Company Description

The De La Salle University – Institute of Biomedical Engineering and Health Technologies (DLSU-IBEHT) is a platform that provides support on health technologies development, exchange of information between engineering and medical counterparts, and a capacity building program needed for biomedical engineering research. Located in Binãn, DLSU-IBEHT aims to create and develop innovative solutions for healthcare research to improve the quality of life.

Key Responsibilities:

Meeting Coordination & Minutes:

  • Organize and schedule project meetings, including preparing agendas.
  • Record and distribute meeting minutes, ensuring accurate documentation of discussions and decisions.
  • Follow up on action items with relevant stakeholders to ensure timely completion.

Procurement & Supplies Management:

  • Handle procurement requests and processes for project supplies and services, ensuring compliance with organizational policies.
  • Liaise with vendors and suppliers, manage quotations, and monitor delivery timelines.
  • Maintain a procurement log to track expenditures and provide updates on delivery and procurement status.

Liquidation & Financial Documentation:

  • Assist in the preparation of expense reports and liquidation of project funds.
  • Ensure accurate and timely submission of financial documents to accounting or finance departments.
  • Collect and organize receipts, invoices, and other financial documentation for audits and reporting.

Logistics & Travel Arrangements:

  • Coordinate travel arrangements, accommodation, and transportation for project team members as needed.
  • Manage the logistics of project-related activities, including conferences, site visits, and other fieldwork.
Skills & Qualifications:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Experience in minute-taking, procurement, and financial documentation is preferred.
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal abilities.
  • Detail-oriented and able to work independently with minimal supervision.