Job Summary: The incumbent will provide administrative and operational support for staff’s travel arrangements, finance functions and other office-related duties.
Job Scope:
· Assist in creating and maintaining accurate database records and filing systems for work documents.
· Oversee the general upkeep and maintenance of office equipment, stationery and pantry supplies.
· Manage correspondences including documentation and follow-up for daily mails and faxes, as well as coordinate postal and courier services.
· Handle budget administration, including preparing payment requests, processing reimbursement claims, and performing transaction checks in SAP.
· Provide administrative assistance to the procurement team.
· Assist with HR administration tasks, including liaising with staff and vendors on appointment travel, logistics and accommodation arrangements.
· Provide support in work travel administration by managing visa applications, booking flights and hotels, and managing the settlement of travel expenses.
· Serve as back-up coverage for PA to Senior Management and perform front desk reception duties when required.
· Undertake any other tasks as directed by the Supervisors and the Senior Management.
Requirements:
· Minimum Polytechnic diplomaqualification with minimum of 5-years relevant experience. Previous experience with a multilateral/bilateral organization or government agency is good to have
· Excellent interpersonal skills, the ability to work both independently and in close collaboration with other team members, and the ability to interact with the member-country authorities with tact and diplomacy
· Multi-tasking skills and the ability to prioritize and respond to a variety of requests quickly and accurately. The candidate must be self-driven and able to manage urgent day-to-day responsibilities; results-oriented and accountable for the accuracy of information.
· Demonstrated initiative and ability to spot areas for improvement and follow through with the necessary process enhancements.
· High proficiency in written and spoken
· Proficiency in Microsoft Office/ Microsoft 365, including Outlook, MS Teams, SharePoint, workflow systems, Word, Excel, and PowerPoint. Familiarity with Adobe tools (e.g., Acrobat) is a big plus.
Additional Information:
· Contract duration: 8-month contract, maternity coverage
· Commencement Date: 01 Nov 2024 till Jun 2025
· Working days and hours: Mon – Fri: 9am to 6pm, Hybrid (2-day WFH)
· Location: MAS Building, CBD
