Program Executive

**The Role**

**Job Title**:Program Executive

The Program Executive (PE) is responsible for project management, meeting documentation and record management of the APEC Secretariat. Reporting directly to Program Directors (PDs), the PE provides support and acts as primary contact for the PDs’ of responsibility. The PE also works with the PE Team Manager helping to develop an effective PE team.

**Key Accountabilities/Duties**

A. Project Management
- Assist Program Directors (PDs) and liaise with Project Overseers (POs) on all elements of project management, such as project budgeting, preparation of contracts, funding arrangements for travelers, disbursement of project claims, and project monitoring and completion.
- Coordinate project processes and communicate with PO and stakeholders during the lifespan of each approved project, such as budget tracking, preparation of contracts, funding arrangements for travelers, disbursement of project claims, and maintain comprehensive project documentation for monitoring and completion, per Company requirements.
- Monitor project progress, identify any potential issues and escalate accordingly.
- Consider the circumstances of each project, where appropriate, when:

- determining airfare funding ceiling and providing approval of airfare quotations to funded travelers before issuing travel undertaking letters to them.
- submitting disbursement claims on behalf of funded stakeholders (travelers, contractors, and service providers) of each project.
- Work with internal stakeholders and respond to POs and stakeholders’ enquiries, such as funding availability, publishing requirements and status of disbursement.
- Provide guidance to POs on fulfilling project processes, reporting and publishing requirements in accordance with the various Company guidelines and timelines requested by internal stakeholders.

B. Meeting Documentation and Support
- Monitor the timely collection, processing, uploading and submission of meeting documents, and the approval of non-member participation.
- Support meeting logistics, such as planning action timeline, assigning document numbers, creating cover pages and customizing document request form for each meeting.
- Assist PDs in the process of obtaining approval for non-member participation and where applicable, facilitate the request for invited guests’ registration.
- Collate, process and upload meeting documentation per checklist.
- Submit meeting documentation to the Documentation Centre and Information Manager in a timely manner.

C. Record Management
- Update, maintain and comply with filing protocols for fora records.
- Maintain up-to-date contact list of respective fora.
- Adhere to filing system per prescribed standards, and maintain all records of Company shared drive, website and modules
- Understand and follow the guidelines in cases of portfolio reshuffling or taking up new assignments.
- Where applicable, assist PDs to format/submit documents/reports, and upload them onto the System.

**Ideal Profile**

**Qualification**
- At least 5 years’ experience in Project management
- University Degree in relevant qualifications (fresh grads are welcome to apply)
- Good command of English

**Essential Competencies**
- Planning and Organizing
- Deciding and Initiating Action
- Presenting and Communicating Information
- Project Management skills
- Strong work ethics
- Dependability & Accountable
- Dynamic in driving project timelines and goals
- Strong interpersonal skills - Clear and timely communication to senior client representatives at Directors Level
- Effective team work skills

**What's on Offer?**
- Great work culture
- Flexible working options
- A role that offers a breadth of learning opportunities

**About us**

The APEC Secretariat is based in Singapore and operates as the core support mechanism for the APEC process. It provides coordination, technical and advisory support as well as information management, communications and public outreach services.

The APEC Secretariat performs a central project management role, assisting APEC Member Economies and APEC fora with overseeing more than 250 APEC-funded projects. APEC's annual budget is also administered by the APEC Secretariat.

The APEC Secretariat is staffed by 21 APEC Member Economies. In addition, professional staff fulfill specialist and support functions at the APEC Secretariat.

**Ref: 29B9B5RTT9