Acknowledgement

To begin with, I would like to acknowledge all the professors of the BS Tourism-CIHM Department, especially our Batch adviser, Mr. Jimford Tabuyo and our Pracitcum adviser, Mr. Deogracias Esplanada for the utmost and step by step supervision throughout this practicum. They all made sure that we are all qualified and ready to take up this practicum by assessing each one of us through internship interviews and examinations. The knowledge and guidance they have imparted inside and outside the classroom were always valuable.
I would like to express my warm gratitude to the Department of Foreign Affairs for giving me the chance to train under their prominent institution. I also like to thank Mr. Dong Munar, the practicum supervisor for all the trainees for his constant assistance throughout my training. I would also like to thank the Property, Maintenance and Transportation Division for a generous welcome and for teaching me a lot as I train under their department. I am also grateful to my office supervisor, Miss Nena Enano who is always there to support and oversee me all the time. I am very thankful to all my superiors in our office for being such a professional mentor and a virtuous acquaintance at the same time.
I would also like to acknowledge my parents for their unwavering love and support as I undertake this summer practicum. They always serve as inspiration in everything that I carry out in life.
At the very last, I want to thank God, for allowing me to experience such a wonderful opportunity in my life. His love and guidance is felt and appreciated all the time.

2330 Roxas Boulevard
Pasay City
Philippines
(632) 834-4000 www.dfa.gov.ph LOCATION MAP

Historical Background

The history of the Republic of the Philippines and that of the Department of Foreign Affairs (DFA) are intertwined. The important events marking the passage of the years at the Department are also milestones in the rise of the Philippines as an independent nation.
Over one hundred years ago, the DFA had its auspicious beginnings when President Emilio Aguinaldo appointed Apolinario Mabini as the Republic's first Secretary of Foreign Affairs on 23 June 1898, eleven days after the declaration of Philippine independence at Kawit, Cavite. The DFA was among the first government departments created following the establishment of the First Philippine Republic. Realizing the need for international recognition of the new government, Aguinaldo assigned Mabini the difficult task of establishing diplomatic relations with friendly countries. Members of the Hong Kong Junta, a group of Filipino exiles in Hong Kong, served as the country's envoys for this purpose.
The Philippines underwent colonial rule under the United States from 1898 to 1946, and Japanese occupation from 1942 to 1944. The country regained independence, including full control of foreign affairs and diplomatic matters, on 4 July 1946. Commonwealth Act No. 732 was passed creating the Department of Foreign Affairs. Shortly thereafter, President Manuel Roxas issued on September 16 of that year Executive Order No. 18 providing for the organization and operation of the DFA and the Foreign Service. The main tasks of the DFA then were to assist in post-war rehabilitation, formulate policies for investment promotion, and establish diplomatic relations with other countries.
The DFA led in the conclusion of the RP-U.S. Mutual Defense Treaty, as well as in the Laurel-Langley Agreement, thus paving the way for a balanced yet robust trade and military relations with the United States.
The DFA had a heyday during the post-war years, with its increased participation in the international arena. It became a founding member of the United Nations and one of the drafters of the Universal Declaration of Human Rights. It helped forge the General Agreement on Tariffs and Trade (GATT). The country was also an early proponent of decolonization and global disarmament. The Philippines' dynamic participation in global matters culminated in Carlos P. Romulo's election as the first Asian President of the UN General Assembly in 1952. At that time, the international environment began to change, requiring that new thrusts and priorities in Philippine foreign policy be determined. During the Cold War era, against the backdrop of the Korean War and rising communism in China, the Philippines pursued an increasing internationalist foreign policy.
Realizing the importance of foreign relations, President Elpidio Quirino in June 1952 pushed for the passage of the Foreign Service Act of 1952, embodied in Republic Act No. 708. During the post-war period, the DFA focused on institution building, closer engagement with Asian neighbors, and increasing Philippine global linkages. In 1953, Secretary Raul S. Manglapus instituted the Foreign Affairs Officers examination (now Foreign Service Officers examination) to professionalize the Foreign Service and improve the recruitment and selection of new FSOs.
The Marcos years, from 1965 to 1986, were marked by policy innovations and then difficulties brought about by the excesses of the martial law regime. President Ferdinand Marcos redefined foreign policy as the safeguarding of territorial integrity and national dignity, and emphasized increased regional cooperation and collaboration. He stressed "Asianness" and pursued a policy of constructive unity and co-existence with other Asian states, regardless of ideological persuasion. In 1967, the Philippines launched a new initiative to form a regional association with other Southeast Asian countries called the Association of Southeast Asian Nations (ASEAN). The Philippines also normalized economic and diplomatic ties with China and the USSR, which President Marcos visited in 1975 and 1976, respectively. The Philippines also opened embassies in the eastern bloc countries, as well as a separate mission to the European Common Market in Brussels.
Throughout the 1970s, the DFA pursued the promotion of trade and investments, played an active role in hosting international meetings, and participated in the meetings of the Non-Aligned Movement. The Foreign Service Institute was created in 1976 to provide in-house training to Foreign Service personnel.
The EDSA Revolution in 1986 saw the re-establishment of a democratic government under President Corazon Aquino. During this period, the DFA once again pursued development diplomacy, in the active pursuit of opportunities abroad in the vital areas of trade, investment, finance, technology and aid. The Philippines became one of the founding members of the Asia-Pacific Economic Cooperation (APEC) in November 1989, and an active player in regional efforts to establish the ASEAN Free Trade Area. In the 1990s, more diplomatic missions were established in the Middle East to improve existing ties with Arab states and to respond to the growing needs of Overseas Filipino workers in the region.
In 1991, heeding the growing nationalist sentiments among the public, the Philippine Senate voted against the extension of the RP-U.S. Military Bases Agreement, thus putting to a close the decades-old presence of the U.S. military at Subic Bay and Clark Field. Also in 1991, President Aquino signed into law the new Foreign Service Act of 1991 (R.A. 7157), which reorganized the Department along geographic lines and strengthened the Foreign Service. It instituted a Career Minister Eligibility Examination as a requirement for promotion of senior FSOs to the rank of Career Ministers, thereby ensuring the professional selection of those who would eventually rise to the level of career ambassadors.
The Ramos administration from July 1992 to June 1998 defined the four core priorities of Philippine foreign policy namely: the enhancement of national security, promotion of economic diplomacy, protection of overseas Filipino workers and Filipino nationals abroad, and the projection of a good image of the country abroad.
President Ramos boosted foreign trade, investments and official development assistance to the Philippines through his state visits and summit meetings. In 1996, the Philippines successfully hosted the APEC Leaders' Summit, which resulted in the Manila Action Plan for APEC 1996 (MAPA '96).
The Migrant Workers and Overseas Filipinos Act of 1995 (R.A. 8042) provided a framework for stronger protection of Filipino workers abroad, with the creation of the Legal Assistance Fund and the Assistance-to-Nationals Fund, and the designation in the DFA of a Legal Assistant for Migrant Workers' Affairs, with the rank of Undersecretary of Foreign Affairs.
Among the other significant events in foreign affairs during the Ramos years were: the adoption by ASEAN in 1992, upon Philippine initiative, of the Declaration on the Conduct of Parties in the South China Sea aimed at confidence-building and avoidance of conflict among claimant states; the establishment of the Brunei, Indonesia, Malaysia, and Philippines (BIMP)-East Asia Growth area in 1994; the establishment of the ASEAN Regional Forum (ARF) in 1994 as the only multilateral security dialogue in the Asia-Pacific region conducted at the government level; and the signing between the Philippine Government and the Moro National Liberation Front on 2 September 1996 of the Mindanao Peace Agreement.
The DFA, during the Estrada administration, hosted the ASEAN Ministerial Meeting in July 1998, and undertook confidence-building measures with China over the South China Sea issue. President Estrada strengthened bilateral ties with neighboring countries with visits to Vietnam, Thailand, Malaysia, Singapore, Japan and South Korea. The DFA played a major role in the forging of a Visiting Forces Agreement with the United States, which was concurred in the Senate in 1999. The country also sent a delegation of 108 observers to the Indonesian parliamentary elections, and engaged in cooperative activities in the areas of security, defense, combating transnational crimes, economy, culture, and the protection of OFWs and Filipinos abroad.
At the start of its administration in 2001, President Gloria Macapagal Arroyo pursued foreign policy based on nine realities: (see Philippine Foreign Policy). * Ø First, the dynamics of relations between China, Japan and the United States determine the security situation and economic evolution of East Asia. * Ø Second, Philippine foreign policy decisions are, increasingly, being made in the context of the Association of Southeast Asian Nations (ASEAN). * Ø Third, Europe will continue to play a significant role in promoting international prosperity and stability. * Ø Fourth, the international Islamic community remains crucial to the country's search for lasting and permanent peace in Mindanao. * Ø Fifth, inter-regional organizations will become increasingly influential in the global context. * Ø Sixth, the protection of the environment, natural resources and maritime territory. * Ø Seventh, the drive for foreign markets and foreign direct investments will form a focal concern of economic diplomacy efforts. * Ø Eighth, international tourism will be a major driver of national growth. * Ø Ninth, overseas Filipinos play a critical role in the country's economic and social stability.
The DFA is also guided by the three fundamental pillars of Philippine foreign policy. These are: * 1. Preservation and enhancement of national security; * 2. Promotion and attainment of economic security; * 3. Protection of the rights and promotion of the welfare and interest of Filipinos overseas.
As we enter the decade starting 2010, the DFA welcomes the challenges and opportunities it will face in the service of the Filipino people in an increasingly globalized world.

MISSION
To advance the interest of the Philippines and the Filipino People in the World Community
VISION
THE DEPARTMENT OF FOREIGN AFFAIRS is the prime agency of government responsible for the pursuit of the State's foreign policy and the nerve center for a Foreign Service worthy of the trust and pride of every Filipino.
We are an organization of competent, dedicated and highly motivated personnel, who devote their energies to the benefit of the Filipino people.
We implement foreign policy with the highest standards of professionalism and commitment.
We pursue bilateral, regional and multilateral relations to advance the interest of the Philippines and the Filipinos.
We build partnerships with national security and development agencies, think-tanks and the academe, the private sector, the media and civil society in the interest of the nation and the people.
We endeavor to promote regional and global cooperation in order to achieve peace, prosperity and stability.
In the global arena, we work for social justice especially for the poor, human rights and fundamental freedoms, and a democratic way of life.
We are committed to secure a world free from serious environmental degradation, transnational crime and proliferation of nuclear weapons.
Our missions abroad are the partners of Filipinos overseas in the pursuit of the national interest and in the promotion and protection of their rights and well-being.
We have highly responsive system, which ensures effective delivery of services.
Our personnel are our greatest asset. We are committed to the personal, professional and career development of each employee.
In pursuit of our goals, we strive for and live by the principles of excellence, integrity and patriotism.

OBJECTIVES * To contribute to the enhancement of national security and the protection of the territorial integrity and national sovereignty; * To participate in the national endeavor to sustain development and to enhance the Philippines' competitive edge in a global milieu; * To protect the rights and promote the welfare of Filipinos overseas and to mobilize them as partners in national development; * To project a positive image of the Philippines; * To increase international understanding of Philippine culture for mutually-beneficial relations with other countries; and, * To increase and maximize human, financial, technological and other resources to optimize the performance of the Department.
GENERAL PHILOSOPHY
Deliver prompt, efficient and courteous service utilizing a highly responsive system manned by competent, dedicated and highly motivated personnel;
Formulate procedures that comply with service standards which ensure effective delivery of service to the Filipino people;
Assist our countrymen anytime and anywhere in the Philippines and around the world;
Continue improvements of existing procedures and explore new ones for the betterment of the service;
Adapt world-class norms and standards from both local and international service regulations;
Respond to clients’ world complaints at the soonest possible time through the DFA Action Center and take corrective measures
Empower public through 24/7 access to information on our policies, programs, activities and services through our website dfa.gov.ph, our Consular Assistance Center at 556-000, and our DFA Action Center at 834-333;
Serve and protect the rights of Filipinos in the Philippines and abroad.

The Department of Foreign Affairs is owned by our government, The Republic of the Philippines.

ALBERT F. DEL ROSARIO
SECRETARY OF FOREIGN AFFAIRS
Republic of the Philippines
The Honorable Albert F. del Rosario was born in Manila on November 14, 1939 and has worked for both the private sector and government. He attended Xavier High School in New York City and subsequently graduated from New York University with a Bachelor of Science Degree in Economics.
Secretary Del Rosario's business career spanned a vast field which included insurance, banking, real estate, shipping, telecommunications, consumer products, retail, pharmaceutical, and food industries, among others. He was member of the Board and director of various firms prior to entering public service as Philippine Ambassador to the United States in Washington D.C.
The Secretary's experience in the private sector included positions as chair of Philippine Stratbase Consultancy, Inc. and Makati Foundation for Education; president of Gotuaco, Del Rosario Insurance Brokers, Inc. and Philippine Telecommunications Investment Corporation (PTIC); director in various companies and non-profit organizations, including the Philippine Long Distance Telephone Company (PLDT), BusinessWorld Publishing Corporation, First Pacific Company (Hong Kong), PT Indofood Sukses Makmur Tbk (Indonesia), Metro Pacific Investments Corporation (MPIC), Philex Mining Corporation, Metro Pacific Tollways Corporation (MPTC), Metro Pacific Tollways Development Corporation (MPTDC), Manila North Tollways Corporation (MNTC), ABC Development Corporation (ABC 5), Asia Insurance (Philippines) Corporation, Philippine Cancer Society, Cultural Center of the Philippines Foundation, Incorporated (CCPFI); trustee of PinoyME Foundation, Inc.; member of the Asia Society's International Council and of the Board of Governors of International Graduate University (Washington, DC). In addition, the Secretary headed the development of Pacific Plaza Towers, Metro Pacific Corporation's signature project at Fort Bonifacio, Global City.
As Philippine Ambassador to the United States, he was instrumental in securing US$1.2 Billion U.S. funding assistance for the Philippines, bilateral cooperation in counterterrorism and peace and development in Mindanao, investments in the country's Business Process Outsourcing industry, and greater access for Philippine exports. His enduring legacy which continues to benefit the Philippines includes the formation of the Philippines-US Congressional Friendship composed of over 80 legislators from the US House of Representatives, retaining the Philippines in the list of approved investment locations in the California Public Employees Retirement System (CalPERS), development of the Reform Program for the Armed Forces of the Philippines, and pioneering the Ambassadors/Consuls General Tour of the Philippines, and Bayan Ko-Bahay Ko Program.
In September of 2004, he was conferred the Order of Sikatuna, Rank of Datu by H.E. President Gloria Macapagal-Arroyo for his outstanding efforts in promoting foreign relations. In early 2001, he received the EDSA II Heroes Award from President Gloria Macapagal-Arroyo in recognition of his efforts in promoting Philippine democracy. He also received the Philippine Army Award from President Corazon Aquino for his initiatives as Chairman of the Makati Foundation for Education in 1991. He was elevated to the Xavier Hall of Fame in New York City in 2006.
Secretary del Rosario is married to Gretchen de Venecia. They have five children and six grandchildren.

Affiliates:

ASEAN Association of Southeast Asian Nations

Facilities of

Xerox Machine & Printer with Scanner

Reception Area

Pantry

Work Station / Office

Stock room / Supply room
Are a very confidential are (photos are not allowed)

BUT

Here is a glimpse

Filing Cabinets for important documents

My working station

Outstanding characteristics of the establishment
DFA gets anti-graft award
INQUIRER.ne t First Posted 11:48:00 08/23/2009
Filed Under: Awards and Prizes, Graft & Corruption, Government
MANILA, Philippines?The Department of Foreign Affairs (DFA) has been awarded a certificate of recognition as one of the most compliant agencies in implementing the Integrity Development Action Plan for the first semester of 2009.
The DFA made it to the 6th category (average of 2.89 to 3.11) of the award for getting an average of 3.02.
The award was given by the Presidential Anti-Graft Commission.
In a ceremony held in Malacanang, DFA Undersecretary for Migrant Workers? Affairs Esteban Conejos Jr. and DFA Acting Assistant Secretary for the Office of Fiscal Management Mario De Leon, Jr. received the award on behalf of Foreign Affairs Secretary Alberto Romulo. DFA spearheads celebration of International Day of Democracy
(philstar.com) Updated September 11, 2009 12:00 AM | |

MANILA, Philippines - The Department of Foreign Affairs (DFA) is spearheading the celebration of the International Day of Democracy on Sept. 15 with the theme “Democratization, development and respect for human rights and fundamental freedoms.”
President Arroyo signed Presidential Proclamation 1620 on Sept. 9, 2008 enjoining the nation to observe every Sept. 15 as International Day of Democracy.
The DFA was designated to initiate, coordinate and lead the observance of the International Day of Democracy.
The United Nations General Assembly, through its Resolution A/62/L.9 of Nov. 8, 2008, decided to observe yearly an “International Day of Democracy” and invited all member states, organizations of the United Nations system, regional and intergovernmental organizations, non-governmental organizations, and individuals to undertake appropriate activities and celebrate and increase awareness of this day.
The DFA has invited government institutions and attached agencies as well as civil society organizations to observe and commemorate the International Day of Democracy in an appropriate manner that contributes to raising public awareness of its significance.
The government agencies may convene public gatherings where appropriate speeches or presentations may be made or display for one week a streamer in the main and regional offices and attached agencies.
They may also disseminate information to relevant non-government organizations. – Pia Lee-Brago

Department of Foreign Affairs
Organizational Chart

Office of the Secretary (OSEC)
The Secretary of Foreign Affairs acts as the primary and principal adviser of the President on matters relating to the formulation and execution of Philippine foreign policies and the conduct of Philippine foreign relations. The Secretary advises the President on the promulgation of executive orders, rules, and regulations, proclamations and other issuances relative to matters under the jurisdiction of the Department of Foreign Affairs.
The Secretary of Foreign Affairs exercises supervision and control over all functions and activities of the Department of Foreign Affairs and supervises the administration and operation of the foreign service establishments. The Secretary delegates authority for the performance of any function to offices and employees of the Department.
Communications (CORATEL) and Management Information Systems Division
The CORATEL section provides accurate, timely and secure transmission of messages from the Home Office to FSP’s, RCO’s and other offices. It also handles incoming fax and email messages for routing and delivery without delay to different offices of the Department. It also maintains communication equipment and secures them against unauthorized use. It also serves as the central repository of all official messages transmitted and received through fax and email facilities.
Management Information System Section
The MIS section maintains the Department’s IT resources and infrastructure and the email system. It also maintains the Department’s website and provides technical support to computer users.
Telephone Operators / PABX Section
The Telephone Operator Section handles all incoming calls to the Department that are coursed through the PBX system. The section also handles requests for overseas and domestic calls from the different offices of the Department. The PABX side of the section is responsible for operating and maintaining the Department’s PABX equipment and maintaining the telephone network in the Department.
Department Legislative Liaison Unit
Its main function is to provide political and technical support for all foreign policy related bills which are certified as urgent or for enactment by the President.
Other objectives of the office includes: ensuring that information or draft bills of national application are easily accessible to decision makers in the Office of the President and other various Departments and agencies; providing a forum for coordination and mutual support in the Executive branch on matters which relate to legislation, and promoting a harmonious and productive relationship with the Legislative Branch.
Intelligence and Security Services
The Office, in coordination with other concerned government agencies, grants permit (landing/over flight, exit/entry) to foreign government-owned aircraft; conducts security briefing and facilitates issuance of security clearance to Department personnel to be assigned overseas; facilitates the accreditation of foreign ambassadors, military and naval attaches prior to assumption of duty, and exercises oversight jurisdiction over the Security Division.

Public Information Services Unit
The Public Information Service Unit was created as a special body to directly and immediately provide the information needs of Philippine embassies, consulates general, missions and honorary consulates. The Office is also responsible for providing the local media with sufficient and necessary information regarding developments in Philippine foreign posts, as well as relevant international news. Moreover, the Office is in charge of news monitoring, information dissemination, media facilitation, coverage and interview, and public service.
Office of Strategic Planning and Policy Coordination
The Office of Strategic Planning and Policy Coordination, an office under the Office of the Secretary is responsible for strategic planning and the formulation of long term policies on foreign relations.

The office shall initiate, coordinate and integrate the planning of foreign policy. It is tasked to formulate and recommend long-term strategic policies on areas and issues of direct importance to the country’s foreign relations. Towards this objective, the Office assesses existing policies against foreign policy, and recommends necessary policy changes.
The office is also responsible for policy coordination, which involves the monitoring and evaluation of Philippine foreign policy to measure its effectiveness and consistency with its objectives. The Office serves as the Secretariat of the Policy Advisory Board.

Property, Maintenance and Transportation Division

I was assigned to train under the PMTD (Property Maintenance and Transportation Division). This department is also under OPAS (Office of Personnel and Administrative Services). OPAS is primarily concerned in working with all the personnel and staff of the Department of Foreign Affairs. They are also considered as the Human Resource department of the institution, in charge with all the matters involving the employees, such as daily time record, intelligence and security, central and confidential records, clearances and personal management, property supplies for the entire department.
The PMTD is responsible for managing and providing supply of all the properties and equipment of the DFA, from any basic office supply to any other important equipment related to work. Our office is also assigned for taking up purchase requests from the different offices of the department whenever they need anything that is going to be used for work or any other activity concerning or related to professional matters of the DFA. The office is also managing the Purchase Orders and Job Orders to be executed, whether to be approved or not in a certain place and time. When it comes to the disposal of any equipment of the department, PMTD is still in charge. We also keep records of all the inventory of any type of property and equipment such as artworks, cars and other motor vehicles used for transportation, building and equipment, computer equipment and accessories, furniture and fixtures, office supplies, physical count of equipments and even unserviceable equipments for disposal utilized by the offices of the department. We even correlate with other Philippine Embassies (PE), Philippine Consulate Generals (PCG) and even Regional Consular Offices (RCO) residing in our country when it comes to their inventory records. The accessibility of the supply room / stock room relies with the storekeepers of the PMTD. Issuance of the Acknowledgement Receipt for Equipment (ARE) also comes from us. PMTD is also working hand on hand with the Engineering Department when it comes to maintenance and repair of property and equipments with malfunction.
PMTD requires all offices to follow steps whenever they request for a property/equipment and a step when disposing one. These are the ff: i. Each office has a Property Officer which is responsible for transacting with the PMTD. The officer must get a Requisition Issue (RISU) slip from PMTD ii. Fill in the RISU slip with all the property/equipment needed by the requesting office and submit it back again to PMTD iii. If the property/equipment is already available at the stock room/supply room, the storekeepers will provide the equipment and tally a record from the Supplies Ledger Card that a stock of equipment diminished to a certain number and that equipment will be numbered by a specific Property Number which serves as an identification code. This record will be kept by the PMTD and a copy is provided for the requesting office both signed by the PMTD, the Property Officer and the Head of the requesting office. iv. However, if the property/equipment is not available and still need to be requested and delivered from a certain supplier of the department. They must submit to RISU to the head staff of Purchase/Job Request of the PMTD. The request must be verified by the head staff and must submit it to the Director of the office for approval and signature. When approved, the request will be forwarded and then considered as a Purchase Order/ Job Order (PO) / (JO). A PO/JO is logged to the record book of the PMTD. Each office has an individual record book kept by the PMTD. If the PO/JO is logged and already issued which is ready for purchase and delivery, the Property Officer of the office is issued an Acknowledgement Receipt for Equipment (ARE) entitled to the personnel of the office who is personally requesting the equipment. ARE contains the quantity of equipment, brand, title, description and quotation of price of the equipment and it is kept by both the PMTD and the requesting office. Original for PMTD and a Xerox for the requesting office. v. If the equipment is already delivered to the PMTD by the supplier, the storekeepers will formally inspect the property/equipment to assure the quantity and quality based upon the order issued. If the inspection has been approved, the equipment will be tagged by a property number then the office will be contacted so that they can get the equipment/property they requested.

vi. If the equipment becomes unserviceable and is for disposal. The office who owns the equipment must give it to their Property Officer so it will be submitted back to PMTD with a Property Return Slip filled up with all the required details for the property/equipment.

vii. The Property Return Slip will first be verified and then approved by the Director, after accomplishing that, it will be numbered and filed together with the ARE which will serve as a requirement for Clearance of an employee.

ACKNOWLEDGEMENT RECEIPT FOR EQUIPMENT * Approved receipt for an equipment granted by the PMTD to a requesting personnel

SUPPLIES LEDGER CARD – for recording the total number of equipment / property left in the supply room

REQUISITION AND ISSUE SLIP – used to request equipment/property; filled up by the requesting personnel

Analysis

Manpower

STRENGTHS * The employees in the office are effective and fully capable of what they do in their work. * They are all well-mannered and have an upright attitude when it comes to socializing with other colleagues, entertaining guests, handling transactions and also in teaching student trainees. * The present employees in the office are already working there for quite a long time. The youngest among them has been working already for 3 years under PMTD which mean they are already expert on what they do. * The director is consistent and firm when it comes to managing his/her staff that’s why when it comes to the available manpower is utilized effectively
WEAKNESS
* The number of manpower is not enough, because this year 2012, the current number of employees in the office is lacking 3. Because 3 of them were assigned to work at the Foreign Post abroad. * Although the remaining employees can do the work done by those who left for abroad, they still end up straining themselves too much due to multitasking, especially when there are many tasks to be done. That’s why sometimes there is a delay of getting work done.

OPPORTUNITIES * Although they lack 3 members in the department and the amount of manpower is insufficient, it is an opportunity for them to hire new people for the job. Which mean there can be a room for improvement to the quality of work they do when they hire new members because these new employees can cause innovation and can bring new ideas/knowledge to the office * The workers in all offices of the DFA are encouraged and are properly supervised by the institution to participate in some extra-curricular activities such as sports fest every year which serve as a recreation for employees and is an opportunity to prevent them from monotony and dullness at work. * The DFA sponsors and facilitates Seasonal Holiday Outings/Trips (e.g. Labor Day Swimming Outing) which happened recently this May 1, 2012 is free to all the employees. This serves as an opportunity to motivate employees to work even more.

THREATS * Newly hired employees may tend to commit few errors and more time to completely learn the job. These errors can be considered as a threat to the office. * Due to the old hand status of the present employees that has continuously worked in the office, they might have a few problems in hiring one if their standards cannot be absolutely met by the applicants. Thus, create a threat for hiring an employee to fill in the remaining slots for the office.

Work Atmosphere / Interpersonal Relations

STRENGTHS * The work atmosphere in the office is conducive to work with * The people working in the office have close personal ties and are really comfortable with each other that’s why their cooperation is firm and conflicts with one another are very much minimized

WEAKNESS * Due to the very comfortable work atmosphere in the office, few members in the office take over time during lunch breaks and cause some people to wait more whenever there is an urgent issue pending in the office * Sometimes other employees tend to get carried away and forget their professional relationship with their colleagues inside the office

OPPORTUNITIES * All the staff and personnel no longer need to adjust when working with each other. Cooperation in doing task is already established several years ago. * They are already familiar with each other’s work and can help one another or replace one if he/she is temporarily not around.

THREATS * Too much closeness with colleagues may affect work by losing professionalism * When they are too comfortable working with each other, they might tend to forget on how to set their priorities during work. This may affect the quality of work done by employees

Use of Material Resources

STRENGTHS * The supply of materials are very accessible to the office because they are the ones in charge and they can always make sure what are the things they need and what are they about to need * Even though they are in charge of the supplies and resource materials, they utilize materials effectively and efficiently * They practice conservation of materials and recycling (especially papers) because it is the most frequently used material resource for the institution

WEAKNESS * Sometimes, it takes time for unserviceable material/resources to be disposed outside of the office. It is often being stocked in the stock room/supply room for several weeks * When they provide supply for other office, some tags of the property number of the equipment are either lost or removed which can cause difficulty or confusion for the PMTD office

OPPORTUNITIES * They have no problem in finishing tasks and can even accomplish it faster and easier more than any office because the availability and accessibility of the material resources for them is convenient and abundant * They can easily control the stock of supplies whenever there a very small number of materials available for the whole department. Budgeting will be easier for them

THREATS * There are chances that they may forgot to log at the Supplies Card Ledger whenever they need supplies, because it is just easy for them to access the stock room to get resources * Overlooking on the number of supplies that’s been used for the office can cause confusion on the actual count and the record in the log book of supplies * There is a chance for the employees to be tempted to use the supply materials for their own personal benefit if they freely have the control over them all the time

Facilities

STRENGTHS * They have complete facilities and equipments in the office to do all the work needed * The facilities and equipments are always in perfect condition and maintained regularly because they can easily contact the Engineering Maintenance Section (EMS) which is just next to them * They always make sure that not only the facilities but the whole office is clean and sanitized everyday

WEAKNESS * They let other personnel from other offices even without permission to freely use their facilities and equipment because they do have complete set of them * They cannot be strict enough to limit the use of their facilities by other offices in the department

OPPORTUNITIES * They can prevent equipments and facilities from being broken because they are always maintained by the EMS from time to time * It saves them from expenses because repair funds for broken materials are not spent by the office

THREATS * Personnel from other office may end up abusing them in using their facilities and equipments * That kind of habitual exercise by other employees can cause conflict between other offices * Slight tendency of facilities to be broken by personnel from other offices

Control measures and Operational Procedures

STRENGTHS * The office have a strict policy when it comes to requisition and issuance of supplies to other office * Purchase Orders / Job Orders are always monitored to avoid miscalculation of quotations * They are firm and consistent when it comes to inspection of delivered items

WEAKNESS * Slow progress and difficulties in doing operational procedures whenever there are many orders coming from different offices due to the multi-tasking of other employees

OPPORTUNITIES * The speed and quality of service on their operational procedures can still be improved when they complete the number of employees needed in the office

THREATS * Strictness when it comes to issuance of purchase orders and requisitions may cause conflict with other personnel, especially if the request is not granted immediately

Findings, Recommendations and Justification

As a trainee under the Department of Foreign Affairs (DFA) in the Property Maintenance & Transportation Division (PMTD) I have learned and experienced many things which I think made me grow to become a better person and more ready to take on a future career in the tourism industry. But before all of that, I have to take into consideration the things that what I have acquired in this practicum. What did I acquire? That is “growth”.
I can say that I grew from the tasks that I have done in the this training, the mistakes I have committed and from what flaws and edges I saw from my superiors and by realizing the true value of time and essence of proper decision making.
In our office, there are different people with different personalities and you all have to deal with them in your everyday work. The problem that I saw in our office is too much attachment between colleagues which my superiors portrait to one another. I can say that too much attachment can sometimes lessen the professionalism of your work. That’s why if I may recommend to them, they should not forget to put a limit on their relationship especially when they are in the field of work. Focus is really essential and patience is always needed when dealing with other people. As the supplier to all the offices of the DFA, there are some people that tend to be impatient even in requesting for supplies. They must always put in mind that everyone in our office is just doing our job and there are always certain rules to follow and certain process to undertake.
As an employee or even a trainee, you must not forget to do things right than doing the right thing to do. If there are rules, follow rules in order to maintain peace and harmony in the work place. A leader / director must also be firm with his leadership to cultivate the cooperation within his group. Teamwork plays a major part in accomplishing tasks especially when you have to accomplish it in a right time.
Initiative and responsibility is also very important in our work. It doesn’t mean that if you are already professional, you just do what you are told to do. Because that’s only the job you are assigned to do. As I have witnessed in our office, it is necessary for them to take action when one is not around to do the work, or else the cycle of the whole team’s job will halt and that may cause failure for the group. Be responsible and learn to initiate instead of waiting for something to come up.
The most important thing that I learned in this practicum is to always take into consideration what are your priorities. Obviously, urgent tasks must be done as soon as possible. To be honest, some of my superiors still wait for the deadline of the memo or task before doing it right away, which is not a good attitude in work. I believe that if you can do it now, do it right away. You don’t need to wait for tomorrow or the deadline to accomplish it. Setting priorities is important so that you know what you will do first. Be professional always but do not forget the positive attitude and your love for work. Do things ahead of time to avoid stress in work. It is better to sleep at night when you know that you got the job done by the end of the day.
I also want to add that complaints will not do you any good in your work. It will just slow you down or even make you fail before you even try giving your best shot. I always say to myself that in the tourism industry which is a hospitality industry. You cannot choose your customers and clients that’s why you must always be prepared for them and be ready to be of service to them in any means possible. Customer satisfaction comes with good quality of service provided. That’s why we must always put our heart and our 100% percent in what we do in order to triumph in our career.
I am really thankful to the PMTD family and to I am honored to train in DFA. This prestigious institution has taught me a lot and they really made me ready and excited for my upcoming practicum. I admit that I still have much to learn and I am willing to learn more. Practice and study more so that I will be able to apply the knowledge and experiences that I acquired inside and outside the classroom in my future profession.