Senior/Assistant Director ASEAN Organising Secretariat, Corporate Operations Div

Overview

Senior/Assistant Director ASEAN Organising Secretariat, Corporate Operations Div at Ministry of Trade and Industry (Singapore) .

The ASEAN Organising Secretariat (OS) oversees the planning, logistics and administrative aspects of the meetings to be held in Singapore. The OS comprises functionally oriented sub-committees that include: (i) Programme, Social Events, Logistics & Operations; (ii) VIP Management; (iii) Administration & Budget.

What the Role Is

Singapore will chair ASEAN in 2027. In addition to the ASEAN Summit meetings, there will be a series of meetings which will be held in Singapore throughout the chairmanship year. The OS oversees planning, logistics and administration of these meetings. We are seeking a skilled and motivated individual to join our team in one of the sub-committees listed above. In this role, you will assist in developing plans for these sub-committees, identify requirements and processes, and present plans for approval. You will also be responsible for developing the team to execute these functions.

What You Will Be Working On

• Programme, Social Events, Logistics & Operations
• VIP Management
• Administration & Budget

Responsibilities

• Coordinate between ASEAN Secretariat, MTI divisions, event venues, and the appointed Event Management Company (EMC) to ensure an impeccable meeting experience in Singapore.
• Provide delegates with an enriching experience by presenting Singapore's spirit of innovation, showcasing our cuisines and vibrant tourism landscape, and curating gifts/souvenirs designed by home-grown brands/talents.
• Work with users and external stakeholders on meetings/events requirements including accommodation.
• Liaise with EMC to ensure the provision of event services and support such as backdrop/stage, AV, passes/badges, banquet/meals, gifts/souvenirs are met.
• Work with relevant stakeholders/operators to propose suitable venues and programmes for social events.
• Oversee the set-up of all plenary/bilateral meeting venues, registration/information counters, car-parking and all other venue infrastructure matters for the event.

VIP Management

• Provide VIPs with a positive experience of Singapore by working closely with appointed Liaison Officers, managing accommodation and transport requirements as well as other logistical needs for the foreign VIPs.
• Oversee safety, security, and medical needs of VIPs and accompanying delegations across all events.
• Develop operating guidelines and procedures including contingency plans for emergencies and other threats; work with relevant authorities on VIPs management and the security requirements for key events; ensure adequate medical services and facilities are provided at meeting venues; close coordination with LOs, Hotel & Airport Liaison Staff, Transport Vendor and relevant stakeholders for smooth VIP movement.

Administration & Budget

• Ensure smooth running of daily administrative duties, including monitoring and tracking of budget and procurement, IT and documentation requirements of meetings, and to coordinate updates to all.
• Consolidate budget requirements, seek budget approval and ensure proper utilisation of approved budget.
• Obtain users' requirements, work on the required services through relevant procurement approaches and management of awarded contracts.
• Prepare Conference Kit/Information Notes for all delegates.
• Ensure provision of IT services and support for all meetings.
• Manage and oversee pre-event and onsite registration processes.

Requirements

• Consolidate budget requirements, obtain budget approval and ensure proper utilisation of approved budget.
• Obtain users' requirements, work on the required services through relevant procurement approaches and management of awarded contracts.
• Prepare Conference Kit/Information Notes for all delegates.
• Ensure provision of IT services and support for all meetings.
• Manage and oversee pre-event and onsite registration processes.

What We Are Looking For

• Preferably with related working experience. Fresh graduates are welcome to apply.
• Prior experience in organising or managing major events would be an advantage; proven track record in leading project teams to achieve set objectives and targets.
• Strong analytical, project management, communication and problem-solving skills.
• Excellent communication and influencing skills; able to interact and influence positively at all levels to deliver results.
• Committed, self-driven, a team player who works well with multiple stakeholders and the ability to thrive in a fast-paced and dynamic environment.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative

Industries

• International Trade and Development

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