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Administration Officer
2 weeks ago
As one of the world’s leading and largest graduate business schools, INSEAD brings together people, cultures and ideas to change lives and to transform organisations. A global perspective and cultural diversity are reflected in all aspects of our research and teaching. With campuses in Europe (France), Asia (Singapore), Middle East (Abu Dhabi) and North America (San Francisco), INSEAD’s business education and research spans four continents.
INSEAD is currently looking for an Administration Officer to join our Executive Education Department. This is a permanent and full-time position that will be based at our Asia Campus in One-North, Singapore.
Our Executive Education team runs programmes for executives at all career stages, delivered across a range of platforms and this includes our INSEAD Executive Coaching (IEC) programmes. The Administration Officer will be part of a team who manages all administrative processes relating to the payments for our external coaches as well as the appropriate recharge to clients for the customised programmes (CSP) in Singapore (SGP) and Abu Dhabi (ABD). In addition, this role will also manage the administrative processes relating to the confirmation of the Faculty units of the asynchronous programmes as well as the calculation of the Intellectual Property Composition (IPC) to be paid to each faculty member involved in the asynchronous programmes.
What we are looking for:
This is a hands-on position that requires someone who enjoys working with numbers, can manage sensitive information with confidentiality and at the same time, collaborate with multiple stakeholders like our Faculty and Coaches.
Key Responsibilities will include:
(A) Payments relating to IEC and Learning Coaches
Check and approve the IEC coaches’ purchase orders (PO) for all programmes under SGP and ABD, ensuring that the appropriate rates per coach are indicated according to contract.
Check and approve the IEC coaches' related expenses (e.g. accommodation, transport etc) submitted through the system (Egencia) or reject the costs if the expenses are not in line with INSEAD’s Policy. Follow up to discuss/negotiate with the coaches or alert manager if need be.
Prepare a list of the costs incurred per programme for recharge to CSP Clients with all necessary documentation and submit to the Accounting Department.
Check and approve IEC and learning coaches’ invoices under the system and liaise with them for clarifications if required.
Issue the PO for the learning coaches that cover all Online programmes under ABD & SGP entities, and to liaise with Online team and CSP sales teams where necessary.
(B) IPC for Faculty
Liaise with the online team to confirm the faculty units incurred in the online programmes into system (Peoplesoft).
Calculate the IPC due to each Faculty member involved and inform both Faculty and Faculty Administration Department.
To be successful in this role, you should have/be
At least a Diploma, preferably in Finance or Accounting.
At least 4 to 5 years work experience preferably in a similar function where they service internal/external clients relating to payments. Higher educational experience would be beneficial.
Able to handle sensitive information discretely.
IT savvy, able to work with data and excellent proficiency in MS Office (especially Excel).
Experience with multi-user electronic platforms (e.g. PeopleSoft), processing and administration.
Excellent attention to details, process oriented and highly adaptable to change.
Able to multi-task and excel in a fast-paced environment.
Excellent verbal and written communications skills.
**Job Types**: Full-time, Permanent
