Job Description

What the role is:To provide secretarial, procurement administration and records management support, as well as general administrative support to the Directors within the Group1. 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.2. Records administration function:

• Coordinate with A&P Division and work with the Divisions/Units\' 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.)

3. 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.
• 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 WD and dispatch to respective officers.

4. Procurement administration:

• Cover the responsibilities for other officers within the Group Administrative Units in the event of absence (e.g. officer is on leave or on course) and vacancies to ensure that the group\'s operations continue to run smoothly.

Preferably some secretarial or administrative experience with knowledge of computer software such as GeBIZ, WD, Microsoft word and excel.About People\'s Association:The People\'s Association was set up in 1960, in a time of racial and communal strife, to foster racial harmony and social cohesion. Today, we continue to be driven by the same purpose - to build an inclusive, united and resilient Singapore. We create spaces and opportunities for people of different backgrounds to participate and volunteer in their community. Through community participation, we connect people and deepen relationships to build communities of mutual care and trust.

People\'s Association