[What the role is]
The Admin Assistant (AE) will provide administrative and secretariat support to the Director (Lifeskills & Lifestyle Division) and Division to ensure smooth operations. He/She will manage financial processes including procurement and invoicing, handling administrative tasks such as e-filing, data management and managing the processing of Trainers and Operators application forms.
[What you will be working on]
Duties & Responsibilities
Financial and Data Management
- Executes the end-to-end procurement 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 Government Electronic Business (GeBIZ).
- 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.
- Monitors and tracks the publication /award/ contract variations/ options.
- Tracks payments, verifies accuracy, and reminds team members quarterly about outstanding documents.
- Manages electronic filing and maintains records in PA data management systems.
Trainer Management Support
- Trainer Application Processing:
Check through the application forms and liaise with applicants on missing documents Send IDs for admin vetting Update Master list Coordinate with team members on application status updates Issue appointment or rejection emails E-file applicant documents including letters of appointment and acceptance in onePA Update record in onePA system
- Certification Management:
Track trainer certification expiry dates and renewal requirements Monitor compliance with certification standards Coordinate renewal processes and documentation updates Maintain updated trainer qualification records in onePA system Issue renewal reminders and manage certification timeline tracking
Administrative Support
- Handles document management including sorting, filing and processing of incoming and outgoing correspondence.
- Provides clerical support including festive cards, RSVP processing and photocopying.
- Oversees office operations including stationery procurement, equipment management and meeting room arrangements.
- Responds to all enquiries through various channels (telephone, email and in-person) while maintaining PA's professional image.
Other Duties
Other ad-hoc duties not covered under main responsibilities and duties.
- Undertakes ad-hoc projects when assigned.
- Performs other duties assigned by Senior Officers
[What we are looking for]
Knowledge & Skills
Minimum 1 Years Relevant Working Experience
Desired 3 years of experience in clerical/general administration work, including exposure to financial processes (procurement, invoicing). Familiarity with government procurement systems would be advantageous.
- Organised with meticulous attention to detail
- Highly motivated, resourceful and proactive
- Good English proficiency and communication skills
- Adaptable learner who performs well under pressure and tight deadlines
