Senior/Executive, Administration & Facilities

About the Asia-Europe Organization (ASEF) The Asia-Europe Foundation (ASEF) promotes understanding, strengthens relationships and facilitates cooperation among the people, institutions and organisations of Asia and Europe. ASEF enhances dialogue, enables exchanges and encourages collaboration across the thematic areas of communications, culture, economy, education, governance, sustainable development and public health. ASEF is an intergovernmental not-for-profit organisation located in Singapore. Founded in 1997, it is the only institution of the Asia-Europe Meeting (ASEM). ASEF runs around 20 projects a year, consisting of around 100 activities, mainly conferences, seminars, workshops, lectures, publications, and online platforms, together with about 125 partner organisations. Each year over 3,000 Asians and Europeans participate in ASEF's activities, and much wider audiences are reached through its various events, networks, and web-portals. For more information, please visit www.ASEF.org. About the Position The role is an individual contributor responsible for ensuring the smooth day-to-day operations of office administration and facilities management. The incumbent will oversee and provide logistical and administrative support for ASEF's major events, office maintenance, vendor coordination, workplace safety, and asset management, contributing to an efficient, safe, and productive work environment for all employees. The appointment is offered on a one-year contract, with an initial three-month probation period. Renewal of the contract will be subject to organisational needs and satisfactory performance. KEY RESPONSIBILITIES 1) Administrative Support Provide administrative and logistical support to all departments and ASEF major events, ensuring all necessary arrangements, setup, and documentation are completed promptly. Coordinate and confirm all logistical arrangements well in advance ensuring smooth operation. Preparation of business cards and facility access, ensuring familiarity with office processes, tools, and equipment. Provide administrative support to the Senior Management, ensuring smooth coordination of communication and activities. Ensure important operational and administrative updates are communicated effectively across the organisation. 2) Finance Prepare and manage the annual admin budget, track spending, and ensure financial alignment. Collect, review, and process utility bills(e.g., electricity, telephone) for timely payments. Monitor and control office expenses to ensure adherence to the budget. Maintain accurate records of financial transactions and vendor payments. 3) Office, Facilities and Vendor Management Ensure all office equipment, including copiers, water dispensers, coffee machine, franking machine, and AED machine, are maintained and functioning properly through regular checks and arranging repairs as needed. Manage corporate vehicle/s, including purchase, maintenance, insurance, registration, fuel, parking, and driver’s licence administration. Propose and implement office improvements aimed at enhancing productivity and comfort (e.g., upgrading conference room equipment, replacing furniture, and installing additional amenities). Manage the timely procurement and replenishment of pantry items and office stationery to maintain a well-stocked environment. Manage the mailing/courier process, ensuring efficient handling of outgoing and incoming mail. Ensure the office is cleaned and sanitised daily according to established hygiene standards. Manage cleaning staff and conduct regular inspections. Responsible for identifying and suggesting improvements in the overall outlook of the foundation, including maintaining cleanliness, updating room presentations, refreshing wall photos, and optimizing underutilized spaces for better functionality Collaborate with the facility officer to effectively manage service contractors, including security, landscaping, and cleaning vendors, ensuring all contractual obligations are met. Supervise office building maintenance and repair works to ensure all amenities are functioning properly. Conduct regular inspections and address maintenance issues promptly to maintain a safe and efficient work environment. 4) Logistics Coordination Coordinate and confirm all logistical arrangements well in advance, ensuring smooth operations for events and day-to-day office activities. 5) Perform other tasks as assigned by Senior Management KEY COMPETENCIES Strong administr…