GENERAL SERVICES SECTION
played a pivotal role in supporting the well-being of DA personnel by offering supply and support services to various offices and stations within the Department of Agriculture, Regional Field Office No. 3. It facilitated basic services through adequate facilities, managed service vehicles, and oversaw building and grounds maintenance, janitorial, and security services. The General Services Section ensured effective property management, supply management, and the development of an inventory system.
It was responsible for the settlement of monthly billings for fixed expenditures and the facilitation of payments for matured obligations to external providers. Additionally, it conducted inventories of Property, Plant, and Equipment (PPE), including office equipment, land, buildings, motor vehicles, and machinery. The GSS also maintained a records management system for important documents, including policies and issuances, and provided cashiering services.
FUNCTIONS OF GSS
- Physical inspection conducted on delivery of agricultural inputs, farm equipment, various supplies before signing the Approval portion of the Requisition and Issuance Slip
- Official documents reviewed, acted and signed like Requisition and Issuance Slip (RIS); Transmittal to COA of Perfected Contract of Agreement/JO/PO; Notice of Delivery; Drafting/Preparation of Inspection and Acceptance Report (IAR)
- Evaluation, process and coordination of pertinent procurement documents in preparation for payments of delivered goods and services as prescribed in RA 9184 and accordance to Accounting Rules and Regulations.
- Drafting/preparation of Contracts, notice to Proceed and other related pertinent documents supervised and reviewed before approval of RED
- Assessment and numbering of Purchase Request (PR)
- Numbering of Purchase Order (PO), Contract of Agreement (COA) and Job Order (JO)
- Monitoring and numbering of Trip Ticket of RP Vehicles
- Facilitate payments of fixed expenditures like Telephone; Electricity; and Internet and other service providers
- Facilitate the processing of documents for repair and maintenance of RP vehicles including Registration and Insurance
- Physical monitoring on Security Guards assigned at the Regional Field Office III, Regulatory and Research Stations
- Monitoring of Janitorial Services and maintenance personnel for housekeeping concern like office maintenance repairs, electrical, plumbing and cleanliness inside and outside the office conducted
CONTACT INFORMATION : afd.gss@rfo3.da.gov.ph
LIST OF UNITS WITHIN GSS
a.) Property Unit
responsible for managing the government real estate and physical assets. This office plays a crucial role in the ensuring that government properties are utilized efficiently, maintained properly, and managed in a cost-effective manner.
Primary Functions:
1. Overseeing the use and maintenance of government-owned property, plant, and equipment to ensure they are used efficiently and effectively.
2. Facilitation to government procurement as to receiving and issuance of procured properties, plant, and equipment, furthermore the disposal of unserviceable property or underutilized assets in accordance with governmental policies and regulations.
CONTACT INFORMATION:
afd.property@rfo3.da.gov.ph
b.) Cashier Unit
handles financial transactions and services. Its primary responsibilities include the receipt and disbursement of funds, maintaining accurate records of all transactions, managing cash flow, and ensuring compliance with financial policies and procedures.
Primary Functions:
- Collecting and recording all incoming payments, including cash, checks, transfers, and other forms of payment.
- Managing the outflow of funds, including processing payments for expenses, salaries, refunds, and other disbursements.
- Ensuring adequate cash flow for daily operations, regularly reconciling cash accounts.
- Preparing periodic financial reports, summaries, and statements required by management or regulatory bodies.
- Providing assistance to clients, employees, or other stakeholders regarding payment processing, account inquiries, and other related services.
- Collaborating with other departments, such as accounting, finance, and human resources, to ensure smooth financial operations and information flow.
CONTACT INFORMATION:
afd.cashier@rfo3.da.gov.ph
c.) Records Unit
refers to an organizational unit responsible for planning, developing, prescribing, disseminating and enforcing policies, rules and regulations and coordinating agency-wide records management program. Thus, the Records Unit is responsible in overseeing the records management program of the agency.
In compliance with Republic Act No. 9470, the Records Unit of the Department of Agriculture Regional Field Office No. 3 shall maintain a sound system of documentation, preservation, dissemination, and disposition of its official records.
CONTACT INFORMATION:
afd.records@rfo3.da.gov.ph