RECRUITMENT OF STF’S OPERATIONS EXECUTIVE (CLOSING 18 DECEMBER 2023)

About the Position

Job Title : Operations Executive

Organisation : Singapore Taekwondo Federation (STF)

Reporting to : Chief Executive Officer

Location : STF Office @ 35 Joo Chiat Place, Singapore 427759

National Training Centre @ 80 Lorong Limau, #04-191,

Singapore 320080

Salary : Competitive

Closing Date : 18 December 2023

Who are we looking for?

We are looking for energetic, resilient and self-motivated individuals, who are inspired by the power of sport, to play an active role in contributing to the sport of taekwondo and the fraternity.

What is the role about?

You will be involved in the Singapore Taekwondo Federation’s (STF) exciting period of transformation by working together with colleagues and the Board as One STF team. The STF’s strategic vision and objectives encompass commercial strategies as well as to develop new revenue streams. As a team player, you play a critical role in building sustainable relationships with key stakeholders from both private and public sectors, commercial partners, clubs, peer organisations, the sport fraternity and the community. Operationally, you are required to improve processes regarding the delivery of sport programmes at all levels.

Role Summary

The Operations Executive will be responsible for:

· Operationalises STF’s strategies and plans in achieving the mission and vision of the organisation, and entails formulation of STF’s strategies and plans in consultation with STF’s Board Committees, goals setting, budgeting, procurement and preparing reports

· Liaises with partners and stakeholders such as Sport Singapore (SportSG), Singapore National Olympic Council (SNOC), regional and international sport federation, etc to further the organisation’s goals

· Assume an active role in the following national initiatives and responsibilities namely in the areas of safeguarding, anti-doping, sport integrity and data protection

· Practise good governance in ensuring policies and processes are in compliant with legislation and good governance principles, with periodical reviews and updates as required

· Perform administration/management of STF’s events and activities including publishing of content on STF’s website

· Ensure quality service to be provided to members, clubs and affiliated associations

· Provide secretariat support to the Board; and attend to public enquiries

Requirement and Skills

Degree or similar qualification in related area of job responsibilities

Two to three years of working experiences in sport-related environment; keenness in engaging and interacting with multi-stakeholders including public, volunteers, athletes, coaches, sports clubs, public agencies and private entities

Proficient in administration, paperwork as well as Microsoft Office or equivalence

Excellent project management, organising, facilitating and co-ordinating skills

Good communication skills, both oral and written while being IT, media and social media savvy are advantages.

Able to work on some evenings/weekends when required.

Application

Interested applicants may send their application to [email protected].
Only shortlisted candidates will be contacted for an interview.

This job may require enhanced background check and written reference(s) in relation to safeguarding/suitability to work with children, as well as continual professional development.

This job description is intended as an outline of area of responsibilities and not to be regarded as exhaustive or exclusive. The role may include other duties as from time to time which may be required by STF, SportSG and SNOC. In addition, the role shall be reviewed and updated for its currency as to serve the evolving needs of the organisation.

1. Would be an added advantage to have basic knowledge of banking and financial industry

2. Proficient in Microsoft office 365 i.e. Excel, word, PowerPoint (Must have Intermediate MS Excel knowledge)

3. Ability to multi-tasking and manage different activities

4. Good team player

Critical Skills: Monitoring reports, handling clearing accounts, settlement, reconciliation, and transaction investigation.

Initiative & Adaptability: Participating in process improvements, meeting deadlines, and embracing a problem-solving attitude.

Required Competencies: Basic banking/financial knowledge, proficiency in Microsoft Office 365 (especially Excel), multitasking ability, and teamwork skills.

1. Monitor daily exception reports to ensure completeness and timeliness of Bank’s actions have been executed. (critical)

2. Handle daily checking of the clearing account for customer claim.

3. Perform settlement and reconciliation of the team’s key GL accounts. (critical)

4. Investigate self-service banking transactions. (critical)

5. Participate in process improvement initiatives and UAT

6. Meet daily and monthly deadlines

7. Zero tolerance for errors

8. Team player

9. Eager to learn and problem solver

Purpose and Scope

• Provide Retail Operations Billing, Customer Fulfilment and Collection Support for the Commercial Business.
• Develop, standardize, and optimize business processes for the Retail Operations team using digital systems.

Key Roles and Responsibilities

• Provide Billing, Customer Fulfilment and Collection operation support for the Commercial Business.
• Develop, standardize, and optimize business processes by analyzing and evaluating existing processes and challenges.
• Perform analysis of the business processes related to productivity, efficiency, quality, costs, and time management.
• Review and update procedures and policies to support billing, sales, and metering requirements. Prepare management progress reports, feedback, and suggestions to all stakeholders through meetings, workshops, and documentation.
• Manage and support billing system projects to optimize business processes, including project implementation, post implementation, system stabilization and monitoring phase to ensure project objectives are met.
• Team leader for operational functions such as billing operations, customer support or collections.

Qualifications & Experience

• At least a Degree Holder.
• Preferably 5 years of relevant working experience in the energy or utilities industry, playing a crucial role in managing the billing and collection operations
• Minimum 2 years of experience in managing a team.
• In-depth knowledge and experience in business process improvement and project management and implementation preferred.

Skills/competencies & Preferred Characteristics

• High proficiency in Microsoft office (Excel, Word, PowerPoint, MS Dynamics), Power BI, process mapping and analysis tools.
• Strong analytical and problem-solving skills, attention to detail and comfort in working with numbers.
• Excellent communication and interpersonal skills.

Purpose and Scope

Supports the development of billing system project and assists in the planning and execution of project related activities.

Key Roles and Responsibilities

• Understanding Business Operations to automate solutions to streamline existing work process in a new billing system.
• Managing documentation such as user requirement report, project status report, functional specification, update/create process flowcharts and procedures aligned to the new billing system.
• Participate in UAT
• Participate in data migration and validation activities
• Participate in Go-Live activities and work on Post-Live bugs and enhancements
• Provide billing and collection support as and when required
• Other ad hoc work assignments as and when required

Qualifications & Experience

• At least a Diploma holder
• At least 2 years relevant working experience preferably in the utilities industry, specializing in a billing or collection role

Skills/competencies & Preferred Characteristics

• High proficiency in Microsoft office products (Excel, Word, PowerPoint, MS Dynamics AX) and Power BI
• Ability to work independently, take initiative, set priorities and see projects through to completion
• Employ problem-solving and analysis skills
• Ability to work well with others under tight deadlines and respond to changes in priorities
• Excellent communication and interpersonal skills

PURPOSE OF JOB

Mangagment of Operations and Maintenance of Mobile Offshore Production Unit (MOPU) and Floating Storage Offloading Tanker (FSO)

RELATIONSHIPS

EXTERNAL:

Vendors/Contractors/Suppliers/Classification Society/Flag state

INTERNAL:

Facilities/Production/Procurement/Finance/HSE/OIM’s/Maintenance Coordinators/Operations

NUMBER OF SUBORDINATES: none

REPORTS TO: Managing Director

FUNCTIONAL REPORT: None

MAJOR RESPONSIBILITIES AND DUTIES:

Job Responsibilities will include:

· Technical management of Rig and Production systems

· Implementation of the planned maintenance system for the MOPU’s, FSO’s

· Manage Critical Spare Part Inventories and Repairs of Machineries – Generators/Cranes etc

· Review and approve technical drawings and documents

· Interacting with Vendors/OIM’s/Maint. Coordinators/Facilities/Production

· Manage Class, Flag and Insurance Certifications and requirement for the MOPU

· Manage Class and Flag Surveys for the MOPU’s

· Technical Approvals for any site modifications and seek necessary class approvals

· Prepare reports, budgets, survey schedules, onboard inspections and dockings etc

· Attend to MOPU docking, repairs and survey when required and determine repair specifications for dry docking and maintenance

· Provide and compile documented reports upon completion of dry docking, including summaries of works performed, operational budgets, and actual expenditures

· Ensure that all copies of statutory, Solas and equipment certificates (life rafts, compasses, etc) are updated and maintained

· Monitor technical status of vessel with relation to class cert and survey

· Perform technical compliance audits and investigation on defects/failures on a regular scheduled basis to ensure conformance

· Perform systematic review of recommended codes, guidelines and standards and ensure compliance with Quality & Safety Management standards

· Undertake any other Technical related assignments as and when required

MAGNITUDE MEASURES: (annual revenues or operating income, budget, value added, purchases, sales, fees, premiums, interest)

The position has no expenditure authority.

LEVEL OF AUTHONOMY

The position has a ‘high’ level of autonomy in administrative and routine tasks not in decision making.

GENERAL REQUIREMENTS FOR THE POSITION

FORMAL EDUCATION:

Diploma or Degree in Mechanical Engineering

EXPERIENCE:

Min 10 years total work experience with 5 years as Technical Superintendent

Must possess relevant offshore work experience as Chief Engineer/Maintenance Engineer in Oil Rigs.

Advantageous to have Experience in shipyard or conversion project

SPECIAL SKILLS:

Possess good organizational and communication skills and hands-on.

Ability to prepare proper reports

Independent and resourceful. Able to work under pressure to meet deadline

Analytical and highly proactive in technical trouble shooting and problem solving

Travel offshore for MOPU inspection/Audits as required

Proficient in MS Office Applications

Description:

• Utilize in-house system for bill of lading (HBL and MBL) execution
• Assist in coordinating with shipping lines, vendors, warehouses, LCL consolidators, customs clearance to ensure proper handling of import/export shipments
• Assist in coordinating of day-to-day operations and transaction with internal and external customers
• To follow operations SOP, including compliance of all custom and security regulations
• Providing administrative support to Operations and Sales Team
• Track and monitor shipments status and inform customer accordingly
• Generate Delivery Orders, Invoice, Quotation and keeping record on related documents
• Maintain office administration records, quality documentation and housekeeping
• Respond to all incoming requests and queries with a high level of efficiency and professionalism

Responsibilities:

• Primarily responsible for ensuring the accuracy and completeness of documentation related to talent acquisition (TA) operations.
• Upload onboarding details and other relevant documents into the company's HR and talent management systems.
• Provide crucial support to recruiters in managing and organizing documentation required for the recruitment process.
• Maintain the integrity and confidentiality of TA data, adhering to data protection and privacy regulations.
• Work closely with recruiters to gather and organize all necessary documentation for candidates, ensuring a smooth and efficient recruitment process.
• Gather and file all paperwork related to new hires, including offer letters, contracts, and nondisclosure agreements.
• Detail all new hires' initial tasks and respond to any queries.
• Maintain and update personnel files, reports, and other relevant documents.
• Act as the key person to ensure all critical verification checks are completed to comply with onboarding governance (e.g., ensuring visa approvals are obtained and screenings are completed).
• Provide ad-hoc operational support for recruitment as and when required.

Requirements:

• Minimum Diploma in Human Resource Management or any relevant studies
• Minimum 1 years of experience either as onboarding specialist or administration
• Strong experience working with application tracking system.
• Welcome applicants with non-relevant experience and passion with communication.
• Solid communication skills (verbal & written)
• Proven ability to prioritize tasks and complete high volume of assigned work accurately.
• Proven ability to perform administrative work of a complex nature utilizing strong organizational skills with a focus on details and accuracy.
• A keen understanding of the differences between various roles within organizations