Monitoring Associate

Reports to

Monitoring and Processing Officer

Summary of Responsibilities and Authorities

The Monitoring Associate is responsible for the distribution of workloads related to the processing of schools with adverse findings to the Monitoring Assistants. The Monitoring Associate reports to the Monitoring and Processing Officer the progress of the monitoring activity and the processing of schools with adverse findings. The Monitoring Associate reports issues and concerns of the PEAC RS and PMs on the Monitoring Activity and the PEAC Program Monitoring System (PPMS).

Detailed Responsibilities and Authorities

1. Prepares the Annual Monitoring Plan

1.1. Coordinates the monitoring schedules with the PEAC Regional Secretariat (PEAC RS)

1.2. Prepares the list of schools for monitoring using the PEAC Program Monitoring System (PPMS)

1.3. Prepares the list of PEAC Monitors (PM)

1.3.1. Maintains the database of PMs in the PPMS

1.3.2. Drafts letter to School Heads requesting the PM to approve the deployment of the PM in the Monitoring Activity

1.4. Submits the Annual Monitoring Plan to the Monitoring and Processing Officer for review and budget preparation

2. Prepares reports on the conduct of the Monitoring Activity

2.1. Coordinates with the PEAC RS on the status of the Monitoring Activity in the Regions

2.2. Submits quarterly reports on the status of the Monitoring Activity in the Regions to the Monitoring and Processing Officer

3. Processes reports of the PEAC Monitoring Teams (PMT) on schools with adverse findings

3.1. Updates the List of Schools with Adverse Findings

3.2. Distributes the review of schools with adverse findings to the Monitoring Assistant

3.3. Processes the review of schools with adverse findings from the Monitoring Assistant

3.4. Reports the schools with adverse findings to the Monitoring and Processing Officer every two weeks

3.4.1. Prepares the List of Schools with Adverse Findings

3.4.2. Documents recommendation on schools with adverse findings

3.4.3. Processes letter to schools with adverse findings based on recommendation of the Monitoring and Processing Officer

3.5. Prepares quarterly reports on schools with adverse findings

4. Processes the reply letter from schools with adverse findings

4.1. Distributes the review of documents attached to the schools reply letter on adverse findings to the Monitoring Assistant

4.2. Processes the review of documents attached to the schools reply letter on adverse findings from the Monitoring Assistant

4.3. Reports the review of the reply letter on adverse findings to the Monitoring and Processing Officer every two weeks

4.3.1. Prepares the List of Schools Reply to the Adverse Findings

4.3.2. Documents recommendation on schools replying to the adverse findings

4.3.3. Prepares letter to schools replying to the adverse findings based on recommendation from the Monitoring and Processing Officer

4.4. Prepares quarterly reports on schools appealing the adverse findings

5. Processes sanctions to schools with adverse findings

5.1. Encodes the sanction and date of PEAC approval of sanction in the List of Schools with Adverse Findings

5.2. Submits draft letter on sanctions to schools with adverse findings to the Monitoring and Processing Officer for review

5.3. Prepares quarterly reports on sanctions to schools with adverse findings

6. Processes the appeals on sanctions from schools with adverse findings

6.1. Distributes the review of documents of schools appealing the sanctions on adverse findings to the Monitoring Assistant

6.2. Processes the review of documents of schools appealing the sanctions on adverse findings from the Monitoring Assistant

6.3. Prepares quarterly reports on schools appealing the sanctions on adverse findings

7. Monitors refund of schools on ESC Grantees and VPBs with adverse findings

7.1. Collects list of schools with submitted refund from the Monitoring Assistant

7.2. Updates the status of refund in the List of Schools with Adverse Findings

7.3. Prepares quarterly reports on refunds from schools with adverse findings

8. Processes the reinstatement of schools with adverse findings

8.1. Submits the list of schools requesting for reinstatement in the ESC to the Monitoring and

Processing Officer

8.2. Prepares quarterly reports on the status of schools requesting for reinstatement in the ESC Program

9. Participates in the quarterly meeting of the PEAC NS Monitoring Ad-Hoc Committee

9.1. Documents the quarterly meeting of the PEAC NS Monitoring Ad-Hoc Committee

9.2. Submits the documentation of the PEAC NS Monitoring Ad-Hoc Committee to the Monitoring and Processing Officer

10. Assists in the training/orientation program of PMs

10.1. Identifies the schools where PMs may be recruited based on approved criteria for selection of PMs

10.2. Drafts letter to School Heads requesting for a PM representative from the school

10.3. Answers queries from PMs, speakers, and other participants on the training/orientation activity

10.4. Assists in the preparation of materials for the training/orientation

10.5. Documents the Training/Orientation Program

11. Represents the PEAC NS as PEAC Monitor (PM) in the Monitoring Activity

11.1. Assists the PEAC Monitoring Team Leader (MTL) during the school visit

11.2. Performs headcount of ESC Grantees or VPBs

11.3. Fills out the monitoring report forms in the PPMS

11.4. Deliberates with the PMs to ensure that recommendations are in accordance with the findings and program guidelines

11.5. Liquidates cash advances related to the monitoring activity

12. Provides support to users of the PPMS

12.1. Assists the PMs and PEAC RS on issues with accessing the PPMS

12.2. Assists the PMs and PEAC RS on queries about the processes and functions of the PPMS

13. Documents the summary of issues with the PPMS

13.1. Prepares List of Issues and Concerns with the PPMS

13.2. Discusses List of Issues and Concerns with the PPMS with the Monitoring and Processing Officer every two weeks

13.2.1. Documents recommendations on addressing the issues and concerns on the PPMS

13.2.2. Submits the report on Recommendations on the PPMS to the Monitoring and Processing Officer

14. Participates in discussions on the improvement of the PPMS

14.1. Attends meetings with the Monitoring and Processing Officer and the Information Technology and Information Management Unit on fixing system issues in the PPMS

14.2. Attends meetings with the Monitoring and Processing Officer and the Information Technology and Information Management Unit on creating new facilities/improvements in the PPMS

15. Reports the summary of issues with the PEAC PPMS to the Monitoring and Processing Officer every two weeks

16. Provides support and assistance to school inquiries on the PEAC Monitoring Activity

16.1. Answers telephone calls and emails from schools inquiring about PEAC Monitoring

16.2. Reports complaints of schools to the Monitoring and Processing Officer

17. Assists in the different activities and events related to the implementation of the ESC, TSS, and VP

18. Performs other tasks that maybe required by the Monitoring and Processing Officer

Minimum Qualification (e.g., Education, Experience, Licensure, Certification)

• College graduate or Masteral Units preferred
• Oral and Written Proficiency
• Proficiency in using MS Office and web applications
• 3 years of experience in auditing programs and projects

Job Type: Full-time

Pay: Php20,000.00 - Php25,000.00 per month

Benefits:

• Flexible schedule
• Flextime
• Work from home

Ability to commute/relocate:

• Makati: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Do you have experience preparing written reports, assessments, or formal documentation?
• Are you willing to work in a hybrid setup with onsite reporting at our Makati office?

Education:

• Bachelor's (Preferred)

Work Location: Hybrid remote in Makati