Senior Executive Assistant

Digital Policy; Hong Kong; On-site; HKD 420,000 - 620,000; Full time

Benefits offered by this job

End-of-contract gratuity

MPF scheme

Job summary

Digital Policy invites applications for a role in Hong Kong focused on high-level administration and management within the Planning Department framework. The candidate will support office facilities, records, procurement, HR and secretarial tasks, while promoting environmental and staff activities.

A strong command of English and Chinese is essential. The appointment is a non-civil service contract for six months, with renewal based on need and performance.

Qualifications

• Bachelor’s degree from a Hong Kong university or equivalent.
• Level 3+ in Chinese and English in HKDSEE/HKCEE or equivalent.
• At least eight years of full-time work experience after degree.
• At least six years post-qualification in general admin/management; 3 years in managerial level preferred.
• Good command of spoken and written English and Chinese.
• Proficiency with common office applications including Word Processing, Excel and PowerPoint.
• Prefer understands the operation of the Planning Department.

Responsibilities

• Handle office accommodation and building management.
• Manage general administration, records, contracts, supplies and procurement.
• Assist in operating the Government-wide Mobilization Level.
• Provide secretarial support to the Green Housekeeping Committee and promote environmental friendliness.
• Provide secretarial support to Planning Department Staff Recreation Club and organise staff functions.
• Assist in HR management including recruitment and related enquiries.
• Handle other ad hoc duties; may work in remote areas or outside normal hours.

Skills

English and Chinese proficiency

Office software

Education

Bachelor’s degree from HK university or equivalent

Tools

Word processing (English/Chinese)

Excel

PowerPoint

Job description

Entry Requirements

• (a) bachelor's degree from a university in Hong Kong, or equivalent;
• (b) met the language proficiency requirements of Level 3 or above in Chinese Language and English Language in the Hong Kong Diploma of Secondary Education Examination (HKDSEE) or the Hong Kong Certificate of Education Examination (HKCEE), or equivalent [See Note (1) below];
• (c) at least eight years of full-time working experience after obtaining the degree;
• (d) at least six years of post-qualification full-time experience in work related to general administration or management work (including at least three years of experience at managerial level preferred). Relevant work experience in the Government or public bodies is an advantage;
• (e) a good command of spoken and written English and Chinese;
• (f) knowledge of common office applications including English and Chinese Word Processing, Excel and Powerpoint; and
• (g) preferably a fair understanding of the operation of the Planning Department.

Note: (1) For the purpose of appointment of non-civil service contract staff, ‘Grade C’ in Chinese Language and English Language (Syllabus B) in the HKCEE before 2007 is accepted administratively as comparable to ‘Level 3’ in Chinese Language and English Language in the 2007 HKCEE and henceforth.
(2) Interested candidates should provide a cover letter of around 300 words in English on the reason(s) for application for the post, and with a full curriculum vitae specifying the relevant academic qualification(s) attained, the job title(s) held in the respective organisation(s), as well as detailed job descriptions of all current and previous employment, especially those related to the requirements of this post.

Duties

• (a) To handle matters related to office accommodation and building management;
• (b) To handle general administration matters in the Department, including records management, electronic records management, contract management, supplies and procurement matters, etc.;
• (c) To assist in operating the Government-wide Mobilization Level;
• (d) To provide secretarial support to the Green Housekeeping Committee and assist in promoting environmental friendliness in the Department;
• (e) To provide secretarial support to the Planning Department Staff Recreation Club and assist in organizing staff social functions;
• (f) To provide support in human resources management and personnel functions including but not limited to recruitment and appointment etc., and to handle related enquiries and complaints; and
• (g) To handle any other ad hoc duties as assigned.
  (May be required to work in remote areas and work outside normal working hours and/or in irregular hours.)

Terms of Appointment

Successful candidates will be appointed on non-civil service contract terms for six months. Renewal of contract will be subject to service need of the department and the performance and conduct of the candidate.

Fringe Benefits

An end-of-contract gratuity may be granted upon satisfactory completion of the full contract period with consistently high standard of performance and conduct. Such gratuity, if granted, plus any contribution made by the Government to a Mandatory Provident Fund (MPF) Scheme in respect of the appointee as required by the MPF Schemes Ordinance, will equal 15% of the total basic salary drawn during the contract period. Rest days, statutory holidays (or substituted holidays), annual leave, maternity/paternity leave, sickness allowance, where appropriate, will be granted in line with the provisions of the Employment Ordinance.

General Notes

• (a) Candidates must be permanent residents of the Hong Kong Special Administrative Region at the time of appointment unless specified otherwise.
• (b) As an Equal Opportunities Employer, the Government is committed to eliminating discrimination in employment. The vacancy advertised is open to all applicants meeting the basic entry requirement irrespective of their disability, sex, marital status, pregnancy, age, family status, sexual orientation and race.
• (c) Non-civil service vacancies are not posts on the civil service establishment. Candidates appointed are not on civil service terms of appointment and conditions of service. Candidates appointed are not civil servants and will not be eligible for posting, promotion or transfer to any posts in the Civil Service.
• (d) The entry pay, terms of appointment and conditions of service to be offered are subject to the provisions prevailing at the time the offer of appointment is made.
• (e) Where a large number of candidates meet the specified entry requirements, the recruiting department may devise shortlisting criteria to select the better qualified candidates for further processing. In these circumstances, only shortlisted candidates will be invited to attend recruitment interview.
• (f) It is Government policy to place people with a disability in appropriate jobs wherever possible. If a disabled candidate meets the entry requirements, he/she will be invited to attend recruitment interview without being subject to further shortlisting. Applicants who have declared disabilities found suitable for appointment may be given an appropriate degree of preference over other applicants whose suitability for appointment is considered comparable to that of the former. The Government policy and other related measures on employment of persons with disabilities are set out in the booklet "Employ People Based on Their Abilities - Application for Government Jobs by Persons with Disabilities" which is available for reference on the Civil Service Bureau's website at http://www.csb.gov.hk under "Administration of the Civil Service - Appointments".
• (g) Holders of academic qualifications other than those obtained from Hong Kong institutions/Hong Kong Examinations and Assessment Authority may also apply but their qualifications will be subject to assessments on equivalence with the required entry qualifications. They should submit copies of their official transcripts and certificates by email to [e-mail] on or before the closing date for application.
• (h) Non-civil service vacancies information contained in this column is also available on the Planning Department on the Internet at http://www.pland.gov.hk.
• (i) Towards the application deadline, our online system would likely be overloaded due to large volume of applications. To ensure timely completion of your online application, it is advisable to submit the application as early as possible.

Contact Address

Appointments Section, Planning Department, Room 1817, 18/F, North Point Government Offices, 333 Java Road, North Point, Hong Kong