Republic of the Philippines

Province of Zambales
Municipality of Subic

KOLEHIYO NG SUBIC

COMPANY/ESTABLISHMENT : Municipality of Subic

DEPARTMENT : General Services Office
Status : New Office

Group No.: 1
Leader: Maureen Atrero
Assistant Leader: Julica Turbanos
Members: Daisyree Catubay
Jessica Tacorda
Zhannel Loterte
 Republic of the Philippines
Province of Zambales
Municipality of Subic

VISION:

Fast, efficient and adequate provision of basic public services to all constituents of Municipality of Subic
by the different departments of the Municipality of Subic by the different departments of the Municipal
Government intensified by effective and well-organized logistical and service provision delivered by the
General Services Department.
 Republic of the Philippines
Province of Zambales
Municipality of Subic

MISSION:

To deliver all departments of the Municipality of Subic with the essential logistical requirements
that would enable them to deliver their services and execute their programs in a timely, effective,
competent and adequate manner.
 Republic of the Philippines
Province of Zambales
Municipality of Subic

ORGANIZATIONAL CHART:

MARY GRACE L. MOLINA

(General Services Office Head)

++

Carmela L. Romanban Ans Reeb Miguel Francis C. Custodio Joseph Ivan Alipio
Administrative Hernandez Administrative Aide III Administrative Aide I
Aide III Administrative Aide III

POSITION/JOB DESCRIPTION (FUNCTION):

1. Take charge on the office on general services and exercise such other powers.
2. Take custody of and be accountable for all properties, real or personal, owned by
the Local Government Unit.
3. Maintain and supervise janitorial, security, landscaping and other related services
in all public buildings and other real property, whether owned or leased by the
Local Government Unit.
 Republic of the Philippines
Province of Zambales
Municipality of Subic
4. Perform archival and record management with respect to records of offices and
departments of the Local Government Unit.
5. Enforce policies on records, creation, maintenance and disposal.
6. Perform such other duties and functions as may be prescribed by law or
ordinance.

FLOW CHART ON THE RECEIPT OF RELIEF SUPPLIES AND EQUIPMENT

1. Intent to give/send
donation of supplies or
equipment to the
Municipality thru
Office of the Mayor.

2. Receive at the Mayor’s 3. Endorse to the General Services

Office. Office.

4. Check supplies and equipment if

damaged or malfunctioning

5. Include in the asset database of the

municipality.

6. Prepare ARE for end user.

7. Prepare MR for end user.

8. Affix tagging stickers on the item

for inventory and make sure it is
included in the asset list of the
municipality and prepare ARE and
MR to end user for signature.
 Republic of the Philippines
Province of Zambales
Municipality of Subic

9. Release supplies/ equipment

monitor.

PROCESS OF AVAILING THE SERVICES:

FRONTLINE SERVICES STEPS/PROCEDURES DOCUMENTAR FEES PROCESSING RESPONSI-
Y (P) TIME BLE PERSON
REQUIREMENT
S
Applicant/ Service
Client Provider
1. Issuance of Submit all Receives Clearance 2 minutes Joseph Ivan
Certificate of the documents from office Alipio
Clearance requireme and check if concerned,
A. Leave nts to the all clearances Accounting
Application
receiving are signed and Ans Reeb
a. Maternity
Leave clerk and Treasurer’s Miguel
b. Commutation information Office Hernandez
of accrued are correct
leave
c. Leave Clearances
application from office
for more than Prepares concerned
30 days GSO treasurer,
B. Travel Submit all clearance accounting 1-2 hours Francis
Abroad the and check for MRI’s Milanes
C. Retirement/ requireme MR issued issued
Resignation/ nts and for turn over
End Term surrender or
all cancellation
accountabl of MR or
e counter MR
properties for signature
whether of recipient
serviceable
or
unservicea Affix initial
ble upon
checking on
the accuracy 3-5 Carmela
and minutes Romanban
 Republic of the Philippines
Province of Zambales
Municipality of Subic
completenes
s of
information

Sign
Clearances

Record and
release
clearance, 1 minute Mary Grace
duplicate Molina
copy
retained for 1 minute Carmela
GSO file duly Romanban
signed by the
client

Receives
clearance
and affix
signature
on the
duplicate
copy
2. Inspection Proceed to Conduct Delivery 30 minutes Ans Reeb
of supplies, GSO with inspection of Receipt – 2 hour Miguel
materials the delivered Hernandez
and supplies, goods and
equipment/ materials specification
spare parts and of items
equipment against
for delivery
inspection receipt

Countersign Inspection
delivery and 1 minute Francis
receipt and Acceptance Milanes
approve Report of
inspection waste
and material
acceptance report
report
 Republic of the Philippines
Province of Zambales
Municipality of Subic

Affix tagging
stickers on 30 minutes Carmela
the item for – 2 hours Romanban
inventory
and inclusion
in the asset
list of the
municipality
and prepare
ARE and MR
to end user
for signature

Release
inspected
goods,
delivery
receipts and
approved
inspection
and
acceptance
report GSO
original copy
of ARE and
MR

Receive 5-30 Carmela

copy of DR, minutes Romanban
approved
inspection
and
acceptance
report
3. Facilitate Submit 1. Receiv 3-5 Paul
registration vehicle e,chec minutes Emerson
k and
and documents record Zausa
insurance of (supplier/ the
vehicles dealer) docum
Republic of the Philippines
Province of Zambales
Municipality of Subic
ents
2. Inspec
t the
vehicl
e an
stencil 30-45 Judelio
engine minutes Romanban
/
chassi
s no.
3. Accom 1. Vehic
plish le
applic sales
ation
for invoi
insura ce
nce (phot
based ocop
on the
docum
y) 10-20 Judelio
ents 2. Stenc minutes Romanban
receiv ils
ed (engi
4. Submi ne
t and
applic
ation chass
to the is)
GSIS 3. Appli
for ction
issua form
nce GSIS
of
prem
ium
bill
5. Regis A. New 30 minutes Mary Grace
tratio 1. Vehic Molina
n of les
vehic Sales
le for invoi
LTO ce
6. Relea 2. Stock
se repor
Regis t
tratio 3. PNP
n, OR clear
Num ance
ber 4. LTO
and inspe
stick ction,
er of stenc I hour Judelio
vehic il Romanban
 Republic of the Philippines
Province of Zambales
Municipality of Subic
le to (chas
plate sis
end and
user, engin
relea e)
seren B. Rene
ewed wal
regist 1. Phot
ratio ocop
ns, y of
OR OR/C
and R
stick 2. Stenc
ers il
to en (Chas
d sis
user and
Engin
e)
Receive 3. Emis
Registratio sion
n of Test 0-45 Judelio
Vehicle 4. LTO minutes Romanban
Inspe
ction

PRACTICES (INVENTORY/ANALYSIS):