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\xe2\x80\x99 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 ACE.
• Collates the bids received from publication of quotations/tenders for goods and services and ensure the adherence to the completeness of the proposal to be submitted in GeBIZ.
• Executes the end-to-end procurement operations process according to procurement policies and procedures. This includes raising approval of requirements, issuing Purchase Orders (POs) and publishing quotations/tenders and awards for goods and services required by Divisions/Units within the Group in the GeBIZ system.
• Handles procurement operations such as issuing POs, performing good receipts to ensure proper procurement of goods and services and facilitate payment to external parties.
• Performs good receipts to ensure proper procurement of goods and services, and facilitates payment for DA contracts.
• Creates vendors in ACE upon request by Divisions/Units to facilitate the creation of POs.
• Downloading of e-invoice from ACE and dispatch to respective officers.