Senior/Assistant Director ASEAN Organising Secretariat, Corporate Operations Div

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

Overview

Singapore will take over as ASEAN Chair in 2027. In addition to the ASEAN Summit meetings, there will be a series of meetings held in Singapore throughout the chairmanship year. The ASEAN Organising Secretariat (OS) oversees the planning, logistics and administrative aspects of the meetings. The OS comprises functionally oriented sub-committees: (i) Programme, Social Events, Logistics & Operations; (ii) VIP Management; and (iii) Administration & Budget. We are seeking a skilled and motivated individual to join one of the sub-committees listed above. In this role, you will help ensure that the key objectives for Singapore's 2027 Chairmanship are met, develop plans for these sub-committees, identify requirements and processes, and present plans for approval. You will also help develop the team to execute these functions.

What You Will Be Working On

• Programme, Social Events, Logistics & Operations: Ensure seamless coordination between the ASEAN Secretariat, MTI divisions, event venues and the appointed Event Management Company (EMC) so that delegates enjoy an impeccable meeting experience in Singapore.
  
• VIP Management: Provide VIPs with a positive experience of Singapore through working closely with Liaison Officers (LOs), management of accommodation and transport requirements, and other logistical needs for foreign VIPs.
  
• Administration & Budget: Ensure smooth running of daily administrative duties, including monitoring and tracking of budget and procurement, IT and documentation requirements of meetings, and coordinate updates to all.
  

• Programme, Social Events, Logistics & Operations
  • 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.
    
  • Work with relevant stakeholders/operators to propose suitable venues and programmes for social events.
    
  • Oversee the set-up of plenary/bilateral meeting venues, registration/information counters, car-parking and other venue infrastructure matters for the event.
    
  
  
  
• VIP Management
  • Provide VIPs with a positive experience of Singapore through working closely with Liaison Officers (LOs), management of accommodation and transport requirements, and other logistical needs for 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 security requirements for key events.
    
  • Ensure adequate medical services and facilities are provided at meeting venues.
    
  • Coordinate with LOs, Hotel & Airport Liaison Staff, Transport Vendor and relevant stakeholders for smooth VIP operations.
    
  
  
  
• Administration & Budget
  • Consolidate budget requirements, seek budget approval and ensure proper utilisation of approved budget.
    
  • Obtain users' requirements, work on 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 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 thrives 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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