Job Description

To provide secretarial, procurement administration and records management support, as well as general administrative support to the Directors within the Group.

Key duties and responsibilities that need to be performed to meet the primary objective of the job. This will include the important result areas (what) along with the rationale (why).

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 Workday and troubleshoot for any errors.
• Verifies and confirms vendors created for Divisions to facilitate the payment in Workday.
• 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.
• Downloading of e-invoice from Workday and dispatch to respective officers.

Government Technology Agency