Job Description

Job Req ID: 2096
Employee Category: Admin
Department: Aviation Studies Institute
Responsibilities:


Assist the senior manager to procure goods and services required for research activities, including preparation of requirements specifications, procurement documents and raising purchase requests and orders. Assist the group in maintaining spreadsheets for budget tracking, expenditure tracking and reconciling accounts. Maintain, stock take and track all research assets, supplies and materials and provide regular reports as required. Handle the logistics for meetings, such as booking of rooms and preparation of refreshments. Ensure office facilities, supplies and resources (e.g. stationary, pantry items) are well stocked. Report office facilities faults and issues to the relevant departments for resolution. Arrange and coordinate events (e.g. seminars, workshops, conferences, team bonding activities) for the group, including booking of venue, arrangement of food and beverage (F&B), and other logistics such as furniture and audio-visual equipment. Compile and process the group members' reimbursement claims for travel, purchases and other expenditures. Assist the new staff to carry out on-boarding procedures such as seat assignment, IT accounts and security passes. Compile content from various group members and ensure that that the group's website is regularly updated. Assist visitors with travel arrangements (e.g. flight and hotel bookings) and visa applications. Manage the schedules of key personnel and help to arrange their internal and external meetings. Carry out other administrative duties as required.

Requirements:


A degree in any field of study. Minimum 2-4 years of working experience in administration. Experience in strategic / corporate planning will be advantageous Self-driven, motivated and result-oriented, with the ability to set, meet and exceed goals. Good problem solving skills with the ability to establish work priorities and carry out duties with minimal supervision. * Excellent communication skills and the ability to work collaboratively with faculty, staff and the research community from within and across departments.