Singapore Job Openings
PAS People's Association
Administrative Executive
FULL TIME
October 18, 2024
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).
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.)
- Identifies information and documentation required for the procurement and advises Divisions on the availability of Demand Aggregate contracts in the Government Electronic Business (Ge BIZ) 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
- 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 Ge BIZ.
- 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 Ge BIZ 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.
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