Administrative Executive - Singapore jobs

Job Description

To provide secretarial, procurement administration and records management support, as well as general administrative support to the Directors within the Group.

Office Administration Function

Secretary and office management functions, including:
 

• Manage appointments and provide clerical/administrative support to Group Director and/or Directors.
• Arrange and prepare for meetings (e.g. liaison with internal/external parties, physical set-up and catering).
• Compile reports, submissions, meeting agendas and follow-up actions.
• Organise Group/Division activities (e.g. staff events).
   

Clerical functions and general support for office operations.

Records Administration Function
 

• Coordinate with A&P Division and work with the Divisions/Units’ Records Managers within the Group to compile the hardcopy and digital files for appraisals and transfer of documents to the National Archives of Singapore.
• Support Records Managers within the Group to retrieve records, file/e-file records, maintain records inventory and coordinate with A&P for records inventory and disposal activities.
• Support Records Managers to ensure proper e-filing of records in e-registry.
• Manage records from offsite storage (eg. sending and retrieving of document, update database etc.)
   

Procurement Administration
 

• Identifies information and documentation required for the procurement and advises Divisions on the availability of Demand Aggregate contracts in the Government Electronic Business (GeBIZ) system for purchases more than $6,000 and the use of the appropriate procurement templates.
• Monitors and tracks the publication/award/contract variations/options.
• Performs User-Acceptance Testing for ACE and troubleshoot for any errors.
• Verifies and confirms vendors created for Divisions to facilitate the payment in