Manager, Admin & Marketing Services, OCCM

Responsibilities

• This position is for Office of Corporate Communications and Marketing (OCCM).
• Finance & Procurement
• Manage end-to-end procurement processes, including open tenders and closed pitches, requests for proposals, vendor evaluation and appointment, purchase orders, contracts, invoices and payments.
• Work with project managers and relevant stakeholders to ensure procurement activities comply with SMU's procurement and finance policies and processes.
• Process and verify purchase orders, expenditures, invoices and payments, ensuring that invoices are accurately reconciled against purchase orders and resolving discrepancies or issues where required.
• Maintain accurate and up-to-date financial records, budget tracking, and reconcile account entries against system reports, ensuring data is accurate.
• Support the preparation of budget reports, annual budget submissions, budget forecasts and budget presentations.
• Work with the function head and project managers on the preparation and submission of the three-year rolling budget
• Maintain records of fixed assets, conduct biannual fixed asset verification exercises, and coordinate with IITS on equipment replacement and upgrades.
• Support The SMU Shop in procurement processes and annual stock-taking exercise
• Administration & Operations
• Provide day-to-day administrative and operational support to the team, including meeting scheduling, facility and resource bookings, mailing and courier arrangements, travel arrangements, expense claims, and procurement of stationery and equipment.
• Manage HR administration for the unit, including end-to-end recruitment, onboarding, orientation, employee exits, engagement activities and staff welfare.
• Coordinate with relevant internal stakeholders, including OHR, IITS, OFIN, Office of Procurement, OLGA and Internal Audit, on operational, HR, finance, procurement and other administrative matters.
• Develop and maintain Standard Operating Procedures (SOPs) and support the continuous improvement of office administration, logistics and day-to-day operations.
• Manage and maintain the team's SharePoint site and ensure proper record keeping and retention of confidential correspondence and documents.
• Represent the team on records retention matters and support the implementation of relevant records management requirements.
• Coordinate and facilitate staff training, and maintain records of L&D training budgets, entitlements and participation.
• Provide secretariat support for meetings, including meeting coordination, preparation of notices and agendas, taking of minutes, and dissemination of relevant documents.
• Support the OCCM Data Protection Officer (DPO) on data protection matters within Corporate Marketing.
• Marketing Support
• Provide administrative support for brand and marketing operations, including granting and managing access to the Brand Portal.
• Support the team in the coordination and execution of official OCCM functions and events, including Patron's Day, PDLS, HRH, PSOUs, City Dialogues and Commencement.
• Other duties as assigned.
  

Qualifications

• Degree in Business Administration, Finance, Accounting, Human Resources or a related discipline, with at least 8 years of relevant experience in finance, procurement, administration and/or operations. Experience in an institute of higher learning would be advantageous.
• Demonstrated experience in budget planning and management, procurement processes, financial administration and reporting, as well as managing HR and employee-related matters.
• Strong working knowledge of end-to-end procurement processes, including tendering, vendor evaluation and appointment, purchase orders, contract management, invoice processing and reconciliation.
• Familiarity with SAP financial systems and Ariba procurement systems is mandatory, with hands-on experience in using these systems for financial and procurement transactions.
• Good understanding of financial controls, procurement policies and processes, with the ability to work accurately with financial data, records and contractual documentation.
• Highly meticulous and detail-oriented, with a strong eye for accuracy when working with numbers, financial records, contracts, terms and conditions, and other detailed documentation.
• Technologically adept and comfortable working with digital systems and tools, with the ability to learn and adapt to new platforms and technologies quickly. Proficiency in Microsoft Office applications, particularly Excel, Word and PowerPoint, is required.
• Strong organisational and coordination skills, with the ability to manage multiple priorities, work independently and meet deadlines in a fast-paced environment.
• Good interpersonal and communication skills, with the ability to work effectively with colleagues across different functions, senior stakeholders and external vendors/agencies.
• Resourceful, dependable and service-oriented, with a strong sense of ownership and accountability.
  
  

Other Information

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.