Manager/Assistant Manager

3 days ago

Singapore Ministry of Culture, Community and Youth (MCCY) Full time

What The Role Is
You will engage users and streamline work processes ensuring service standards are met and our administrative and records management guidelines and practices are relevant. You may also be assigned to participate in inter-division projects or work groups. In addition to having good communication and time management skills, you must enjoy working with people and data.
What You Will Be Working On
Reporting to the team lead, you will be part of the corporate administration team responsible for records management and corporate administration functions in these areas:
Develop and implement records management policies and procedures
Maintain the organisation and classification of records to ensure ease of retrieval and adherence to retention schedules
Provide support and guidance to staff on records management systems, policies and practices
Monitor compliance with MCCY's records management systems, policies and practices to ensure alignment with IM4L, IM8, and other records management requirements.
Manage mailroom services
Administer IT systems in records management managed by the team and verify that appropriate user access controls are in place
Staff on/off boarding process, PKI and PS cards management and access configuration
Collect and organise gifts for valuation and manage the inventory in accordance with government instructions
Procurement and management of office and pantry supplies, news and magazine subscriptions, etc. including preparing tender documents in compliance with Government Instruction Manual
Smartphone application, system maintenance and contract management
Data collection and prepare management reports
Provide staff inductions and briefings as well as developing the communication materials
Work with internal stakeholders and outsourced service providers to coordinate system enhancements and improve service delivery experiences
What We Are Looking For
Work Experience and Knowledge
At least 3 to 5 years of work experience in records management, workplace and office administration.
Good understanding of records management principles, practices and regulations.
Familiar with government procurement processes and procedures.
Proficient in MS Office applications, especially MS Excel.
Competencies
Have Demonstrated The Following Competencies
(i) Administration Management:
Deliver administrative services and solutions to support the organisation's operations
Plan, prioritise and perform different administrative and business support tasks based on their degree of complexity and level of urgency
(ii) Document Management
Provide administrative support in the production of documents such as registry records, annual reports
Execute tasks independently and able to suggest improvements to processes, supporting systems/software relating to the area of work.
(iii) Logistics Coordination
Coordinate logistics for the organisation.
Assist in the management of daily operations in a logistics function to ensure the smooth running of work processes
(iv) Budget Planning And Administration
Demonstrate intermediate knowledge and advise on prevailing principles, policies and regulations of budget planning and administration
Communicate the annual budget policy requirements and budget cycle timeline clearly to business units and stakeholders
(v) Other Competencies
Good oral and written communication skills, and able to engage with staff at different levels of interaction.
Strong project management skills.
Behaviour Traits
An analytical and meticulous self-starter.
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