Job Description

This position is forOffice of Dean of Students (ODOS).
Finance and Procurement
- Provide guidance to staff and students on budgeting, finance and procurement ensuring alignment with Office of Dean of Students (ODOS) and University's policies and procedures.
- Process and verify procurement transactions, claims, and billings, ensuring accuracy, timeliness, and compliance with guidelines.
- Support budget planning and exercise, which include analyses of income and expenditure trending, preparation & review of budget proposals, consolidating inputs, and coordinate to ensure timelines for budget submission.
- Track budget utilisation and support variance checks and forecasts highlight exceptions and follow up on required actions.
- Prepare monthly reports and ad-hoc reports to support management's planning and decision-making.
- Maintain asset records and documentation, ensuring updates are timely and align with Fixed Assets and Capex Policy.
- Conduct periodic asset verification exercises and follow up on discrepancies for rectification.
- Prepare income and expenditure statements as well as supporting schedules for donor reporting purposes.
- Support audit and internal control checks by preparing required documents and responding to follow-up requests or queries.
Human Resources
- Provide recruitment administrative support for staff and student assistants, including coordinating interviews, preparing documentation, and liaising with HR.
- Provide administrative support in the staff lifecycle processes (start-work arrangements, onboarding and offboarding).
Governance and compliance
- Ensure day-to-day processes comply with ODOS and University's policies and procedures, and keep proper documentation for reviews and audits.
- Identify process gaps and propose improvements to streamline workflows and improve service delivery.
Office administration
- Coordinate day-to-day office administration (e.g., facilities and space arrangements) to support smooth operations.
- Conduct monthly workplace checks across ODOS premises and follow up on any observations, ensure work procedures have been implemented in accordance with the safe work procedure.
- Support health and safety of the office as Risk Champion and Fire Warden.
- Participate in relevant working groups or cross-functional taskforces as required.
Other duties
- Maintain student records by updating ODOS and University databases, and support student records screening activities.
- Support the planning and rollout of systems implementation, coordinating with stakeholders to ensure minimal disruption to daily operations.
- Plan and organise ODOS staff welfare events.
- Support major ODOS's events and activities.
- Undertake additional responsibilities as assigned by the reporting officer.

Qualifications

University degree, preferably in Accountancy or Business.
At least 3 years of working experiences.
Prior experience in higher education would be an advantage though it is not mandatory.
Proficient in MS Office such as Excel, Words and Powerpoint.
Knowledge and hands-on experience in any of the major accounting and procurement software such as SAP and Ariba.
Excellent communication, problem-solving, and analytical skills.
Ability to prioritise and manage multiple responsibilities.
Detail-oriented with a focus on accuracy and quality.
Able to work independently as well as a team.
Positive attitude with a can-do spirit.

This position is forOffice of Dean of Students (ODOS).
Finance and Procurement
- Provide guidance to staff and students on budgeting, finance and procurement ensuring alignment with Office of Dean of Students (ODOS) and University's policies and procedures.
- Process and verify procurement transactions, claims, and billings, ensuring accuracy, timeliness, and compliance with guidelines.
- Support budget planning and exercise, which include analyses of income and expenditure trending, preparation & review of budget proposals, consolidating inputs, and coordinate to ensure timelines for budget submission.
- Track budget utilisation and support variance checks and forecasts highlight exceptions and follow up on required actions.
- Prepare monthly reports and ad-hoc reports to support management's planning and decision-making.
- Maintain asset records and documentation, ensuring updates are timely and align with Fixed Assets and Capex Policy.
- Conduct periodic asset verification exercises and follow up on discrepancies for rectification.
- Prepare income and expenditure statements as well as supporting schedules for donor reporting purposes.
- Support audit and internal control checks by preparing required documents and responding to follow-up requests or queries.
Human Resources
- Provide recruitment administrative support for staff and student assistants, including coordinating interviews, preparing documentation, and liaising with HR.
- Provide administrative support in the staff lifecycle processes (start-work arrangements, onboarding and offboarding).
Governance and compliance
- Ensure day-to-day processes comply with ODOS and University's policies and procedures, and keep proper documentation for reviews and audits.
- Identify process gaps and propose improvements to streamline workflows and improve service delivery.
Office administration
- Coordinate day-to-day office administration (e.g., facilities and space arrangements) to support smooth operations.
- Conduct monthly workplace checks across ODOS premises and follow up on any observations, ensure work procedures have been implemented in accordance with the safe work procedure.
- Support health and safety of the office as Risk Champion and Fire Warden.
- Participate in relevant working groups or cross-functional taskforces as required.
Other duties
- Maintain student records by updating ODOS and University databases, and support student records screening activities.
- Support the planning and rollout of systems implementation, coordinating with stakeholders to ensure minimal disruption to daily operations.
- Plan and organise ODOS staff welfare events.
- Support major ODOS's events and activities.
- Undertake additional responsibilities as assigned by the reporting officer.

Asst Mgr/Snr Asst Mgr, ODOS Group Services, ODOS

Asst Mgr/Snr Asst Mgr, ODOS Group Services (6-month contract), ODOS