Sr Executive Asst

JOB SUMMARY

You will provide administrative support to PREPARE Programme Office (PO). Your role includes managing Directors’ calendars and scheduling meetings, minutes taking, filing, asset tracking, procurement, finance and day-to-day operations of PO. You will liaise with department staff and external stakeholders in matters relating to ensure smooth functioning of PO.

MAIN DUTIES AND RESPONSIBILITIES

SPECIFIC 

- Provide general administrative support to PREPARE PO
- Manage Directors’ calendar and schedule meetings
- Liaise with internal and external stakeholders
- Address ad hoc requests from external agencies e.g. MOH or internal e.g. NHG HQ
- Review and ensure proper documentation of documents as per department's protocol
- Track manpower movement e.g. dept leave applications, MCs, reservists, on boarding, resignations etc.
- Provide logistical support for departments for meetings and events, e.g. cater refreshments, setup facilities, collation of agenda for department meetings, taking minutes and filing/ housekeeping of office correspondences
- Assist to check claims for their completeness and process them 
- Disseminate emails/reminders to PREPARE staff or external stakeholders as required
- Maintain and update record for PREPARE assets
- Assist in procurement and finance matters for PREPARE PO

GENERAL 

- To perform other duties as directed by supervisor(s) including work areas not mentioned here but that are within the scope of PREPARE.
    

JOB REQUIREMENTS
EDUCATION

Generally Diploma in Business Studies with at least 2 yrs of relevant working experience

EXPERIENCE

- Proficient in MS Office
- Good written and oral communication skills and ability to multi-task.
- Excellent communication and interpersonal skills
- Excellent organization and problem-solving skills with the ability to respond effectively in a fast paced environment.
- Demonstrate high integrity to safeguard and ensure confidentiality of information
- Able to work as a team as well as independently