Deputy Director, Admin

2 weeks ago

Singapore HPB Health Promotion Board Full time

Looking for a job that actually makes a difference?

Join us at the Forefront of Shaping Healthier Lives

Overview

The Health Promotion Board’s vision is to make Singapore a nation of healthier people. Come be a part of this journey if you’re passionate about creating boundary-pushing work that drives behavioral change.

You will be a part of HPB’s Finance, Admin and Legal Division to oversee and drive the full spectrum of Admin functions. You will have the opportunity to create a safe and conducive environment for HPB staff and tenants and ensure mínimal disruption to the agency’s critical functions even in times of emergencies. You will also be challenged to drive efficiency in processes to ensure optimum impact and productivity, use of space and other resources, while providing your customers with excellent administrative support.

**What You Can Expect**

Reporting to the Director, Finance, Admin and Legal, you will play a critical role to support Office Admin initiatives at HPB, leading a team to provide excellent administrative service to the Board in the following areas:
Records Management
- Manage the agency’s physical and digital official records in compliance with Government Instruction Manual
- Review and update procedures to meet the different requirements in the Government Instructions, such as file plan and retention schedule for records
- Digitisation of physical files

Office Space Planning:

- Formulate master plan of space needs, conceptualize and engage stakeholders and users to co-develop a workplace which is financially and environmentally sustainable as well as optimisation of office space use to meet internal requirements
- Ensure adequate and suitable seating arrangement on a timely basis
- Plan, coordinate and monitor relocation activities (including fitting out requirements)

Estate & Facilities Management:

- Review, manage and maintain HPB facilities, contract management, administer tenancies and licenses to ensure HPB’s facilities are well maintained as well as proper management of risks associated with facilities management activities in a fast-paced and dynamic environment

Environmental Sustainability
- Preparation of the annual environmental sustainability report
- Implement measures to support the Green.Gov.sg targets

General Office Administration
- General Office Administration include Board secretariat, emergency preparedness, insurance management and central general office administration.

**Be Part of the Team
**Join us if you are a dynamic and self-motivated individual with 15 years of relevant experience in facilities management and/or office administration, with at least 8 years in a senior managerial position; experience in environmental sustainability and relocation activities will be an added advantage. You would also possess:

- Tertiary qualifications in any discipline
- People management experience in leading a medium sized team
- Excellent communication (written, verbal and presentation) and interpersonal skills
- Results oriented, collaborative and work well as a team to drive optimal results
- Agile, proactive, strong sense of situation awareness and ability to think on the feet
- Excellent project management, stakeholder engagement, multi-tasking and time management skills

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