Job Scope:
Secretariat and Meeting Coordination:
- Perform secretariat duties for departmental meetings, including coordination and communication of meeting agenda, date, and venue, as well as minutes-taking and maintaining bi-weekly reports.
Procurement and Financial Management:
- Manages purchases according to organization procurement guidelines and assists in coordinating items to be purchased within the CS department, completing necessary procurement work.
- Tracking budget expenditure and cashflow matters.
Vendor Management and Inventory:
- Assist in sourcing for vendors to fix, service, and/or calibrate Conservation Services fixed assets and equipment.
- Inventorying and stocktake of equipment/fixed assets/furnishing.
Administrative Support:
- Organize and maintain departmental records and documents.
- Assist in managing workshops, trainings, and general administrative tasks.
- Upload and organise conservation-related reports and records.
- Support in managing exhibition data and monthly reports.
- Coordinate the schedule and the usage of lab and conservation equipment.
- Assist in general lab maintenance and material replenishment.
- Coordinate and collate requests from the Conservation Services department.
Other duties:
- Any other related work assigned
Requirements
- Must be Singaporeans or Singapore Permanent Residents (PR).
- Minimum qualification of Polytechnic Diploma or 'A' levels with at least 3 years of working experience, preferably in the arts industry or science-related industry. Alternatively, a fresh degree graduate of a related subject.
- Proven experience in secretariat duties, meeting coordination, and administrative support.
- Prior procurement experience, including familiarity with government procurement terms (i.e. SVP, ITQ) will be highly preferred.
- Prior experience in procurement coordination, inventory management, and vendor sourcing. This requires the ability to procure specialised products and includes working with international vendors.
- Proficiency in office productivity software and data management, including MS Office. Familiarity with MS Teams and Workday will be highly advantageous.
- Basic artefacts and artworks handling skills and/or logistical background will be advantageous.
- Values collaborative work in a large team and mutually contributes to the well-being of the team.
- Demonstrate an interest in continuous growth.
