Admin Asst, S$4.5K, 12-Month, Cbd

Job Scope: Administrative and Secretarial Support Document management: Organize, file, and retrieve documents from electronic repositories. Format reports and presentations. Procurement management: Prepare procurement documents related to the teams’ work. Contact and coordinate with vendors regarding new requisition, contract renewal, work arrangement, and payments of their services. Secretarial support: Draft routine correspondence (emails and official letters). Handle correspondence and follow-up for daily emails regarding mission and operational support. Update the teams’ mission schedules Coordination and Logistical Support Preparation of overseas business trip: Provide administrative and logistical support to the teams before and after an overseas business trip, including coordinating with other departments and overseas counterparts, and managing the teams’ meeting schedule. Event management: Organize events such as seminars, workshops, conferences, and/or roundtables, including scheduling and logistics, material production, and virtual/venue set-up, in collaboration with other department. Meeting and correspondence management: Organize internal and external meetings, including venue and/or virtual setup, liaising with meeting participants, and disseminating materials. Coordinate the teams for meeting preparation. Keep records of meeting participants, maintain contact databases, and minutes of meetings. Any other administrative tasks as directed by supervisors. Requirements: Good interpersonal skills, the ability to work both independently and in close collaboration with other team members, and the ability to interact with multinational government agencies and private entities with tact and diplomacy. Multi-tasking skills and the ability to prioritize and respond to a variety of requests quickly and accurately. Self-driven and able to manage urgent day-to-day responsibilities; results-oriented and accountable for the accuracy of information. Demonstrated initiative and ability to spot areas for improvement and follow through with the necessary process enhancements. Polytechnic diploma or NITEC qualification with at least 5 years of relevant experience. Previous experience with a multilateral/bilateral organization or government agency is good to have. Good communication skills (written, verbal, presentation, negotiation and diplomacy) and ability to engage across all levels of management, teams and customers Proficiency in Microsoft Office/ Microsoft 365, including Outlook, MS Teams, SharePoint, workflow systems, Word, Excel, and PowerPoint. Familiarity with Adobe tools (e.g., Acrobat) is a big plus. Additional Information: Contract duration: 12-month contract Commencement Date: Immediate Working days and hours: Mon – Fri: 9am to 6pm Location: CBD