Job Description

What the role is:To provide procurement, secretarial, administration and records management support, as well as general administrative support to the Division and 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).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.
• 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 (AOR), issuing Purchase Orders (POs) and publishing quotations/tenders and awards (ITQ/ITT) for goods and services required by Divisions/Units within the Group in the GeBIZ system.
• 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 Workday upon request by Divisions/Units to facilitate the creation of POs.
• Downloading of e-invoice from Workday and dispatch to respective officers.
• Performs User-Acceptance Testing for Workday/onePA systems and troubleshoot for any errors.

Records administration function:

• Coordinate with Administrative & Procurement (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.)
• Assist the team in processing trainer/operator application forms and liaise with applicants for missing information, and update trainer/operator information in systems and internal records.

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.

Other ad-hoc duties not covered under main responsibilities and duties.Experience

• Preferably with government procurement, secretarial and/or administrative experience with knowledge of computer software such as GeBIZ, Workday, Microsoft Word, Excel and Powerpoint.

Only shortlisted candidates will be notified.
Successful candidates will be given a 3-year contract.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