Job Purpose:
Provide support assistance in the Employability Services department in a variety of administrative tasks, operation, reporting and finance functions.
Key Responsibilities:
- Update Employability Services SOP
- Update Job Coaches on changes related to administration matters
- Participate and minutes taker for monthly Employability Services meetings and committee meetings
- Review all Purchase Requisition (PR) application form submitted by CFA (Non-SW) staff
- Ensure the integrity of all PR application form
- Ensure date of PR raised is before the date of purchase
- Ensure PR, Purchase Order (PO) and supporting documents are attached
- Ensure purchase is within the budget allocated
- Maintain record of budget/fund used for CFA (Non-SW)
- Source for employers/suppliers/ service providers
- Liaison with employers/suppliers/ service providers
- Review and update operating procedure on regular basis or as required
- Review and update reporting forms on regular basis or as required
- Propose new procedures/ processes
- Organisation of Annual Retreat
- Organisation of Annual Strategic Meeting
- Organisation of Employers’ Appreciation Day (if any)
- Ensure application of DDR Card for trainees completed 12 months of Job Support
- Ensure monthly reporting is submitted timely
- Liaison with Government and private agencies
- Support Deputy Director in assigned tasks
- Assist Clerical Officer to resolve administration issues
- Assist CFA (Non-SW) staff in administration documentations
- Plan activities within the budget
- Budget Controller
- Ensure that CFA (Non-SW) staff PR within assigned budget
- Coordinate recommended courses/ conferences for staff development
- Liaison with HQ Communications and Partnership in carrying out APSN activities
- Verify DDR card application
- Verify course application and submission of certifications attended by staff to HQ
- Bulk printing of circulars and materials for meeting, etc.
Job Requirements:
- Diploma in Business Administration, Accounting, Finance, and related fields
- Minimum 2 to 4 years of experience in administrative roles.
- Proficient in Microsoft Office applications.
- Meticulous with attention to details
- Good time management and organizational skills.
- Able to work independently with minimum supervision
- Able to communicate effectively with stakeholders of diverse backgrounds and ethnicities.
