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

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.