Learning & Development

Administrative Aide

Duties and Functions

Training Needs Assessment (TNA) and L&D Planning

1. Formulate Training Needs Assessment (TNA) Survey Questionnaire

2. Distribute survey questionnaires to department/offices
3. Collect accomplished TNA forms
4. Tabulate and interpret returned TNA survey
5. Draft L&D Plan based on the result of the TNA for HRDC deliberation.
6. Draft Training Design recommending training courses and specifying the number of sessions and
participants targeted for the planning period with the estimated budget
7. Prepare meeting agenda for HRDC to convene.
8. Facilitate HRDC Meeting
9. Discuss with HRDC: Result of the TNA, L&D Plan, Proposed trainings
10. Take minutes of the HRDC meeting
11. Prepare finalized L&D plan incorporating HRDC input
12. Prepare memorandum to all stakeholders re: TNA, L&D Plan and HRDC Meeting

Conduct of HRDO In-House Training

1. Assist, if needed, in the performance of following tasks during training:

 Ensure that the training venue is ready and clean. Ask Alert for assistance.
 Ensure that materials and equipment are ready and functioning: Projector, whiteboard, table &
chairs, microphone, speakers, laptop, markers, eraser, ballpen, manila paper, etc. Ask technical
support for assistance.
 Coordinate with resource speaker on the preferred seating layout and other logistical
arrangements
 Supervise registration/signing of attendance sheet
 Distribute of handouts and needed training materials/supplies
 Supervise the distribution of food
 Assist in the conduct of various activities programmed for the course
 Distribute and collect Pre- and Post-Test
 Evaluate conduct of training based on observation
 Provide any other assistance that the resource speaker may require during the training/seminar
 Ensure the cleanliness of the venue after training
 Ensure all training equipment are functioning and well-kept after the training.

Issuance of Special Order

1. Encode information to database of external trainings.

Issuance of Office Order

 1. Encode information to the database of external trainings

Attendance to External Trainings by HRDO Staff

1. Prepare Request for Certificate of Availability of Funds with breakdown of expenses; submit Request for
Certificate of Availability of Funds to HRDO Head for approval; submit to Budget Department the Request
for CAF together with the required attachments
2. Receive Certificate of Availability of Funds from the Budget Department
3. Encode details in the database for monitoring

Monitoring of Post-Training Requirements Submission

1. Collect and monitor submission of Post-Activity Report from the Departments/Offices concerned
2. Check for completeness of the required attachments
3. Update Post-Activity Report Submission Log
4. Check if the provisions of the Special Order/Office Order was followed in terms of the participants and the
date of training
5. Check Post-Activity Report for compliance with the prescribed form
6. If non-compliant, return Post-Activity Report to the department concerned with notes on PAR’s
deficiencies
7. Update database
8. Update database of external trainings from issuances of Special Orders and Office Orders
9. Encode list of participants from the attendance sheet/certificate of participation
10. Prepare list of non-submission
11. Prepare a list of Special Order/Office Order with no corresponding PAR submission (1st week of the
succeeding quarter)
12. Prepare a memo on Post-Training Requirements Deficiencies to be issued on departments concerned
13. If the training did not pursue without cancellation of Special Order/Office Order, update database to
reflect communication.

Preparation of City Government Capacity Development (CapDev)

1. Issue Memorandum to all departments/offices re submission of their Capacity Development for the
respective year to include trainings abroad.
2. Collect and monitor submission of CapDev from each department. Contact non-complying department.
3. Consolidate CapDev into one document
4. Endorse to DILG hard and soft copy of the consolidated CapDev

Loyalty Milestone Award

1. Obtain from Payroll Section the list of employees who achieved Loyalty Milestone
2. Sort list by years of service and by departments.
3. Prepare Certificates
4. Assist in the awarding ceremony