Manager/Assistant Manager (Corporate Administration)

Ministry of Culture, Community and Youth (MCCY); Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

Join a leading government agency as part of the corporate administration team, focusing on records management and administrative functions. You'll develop policies, support staff, and ensure compliance with regulations while enhancing service delivery. Ideal candidates will have strong communication and project management skills, along with experience in office administration.

Qualifications

• 3 to 5 years of experience in records management and office administration.
• Good understanding of records management principles and regulations.

Responsibilities

• Develop and implement records management policies and procedures.
• Administer IT systems in records management and verify user access controls.
• Coordinate logistics and manage daily operations.

Skills

Communication

Time Management

Project Management

Tools

MS Office

MS Excel

Job description

What The Role Is

You will engage users and streamline work processes ensuring service standards are met and our administrative and records management guidelines and practices are relevant. You may also be assigned to participate in inter-division projects or work groups. In addition to having good communication and time management skills, you must enjoy working with people and data.

What You Will Be Working On

Reporting to the team lead, you will be part of the corporate administration team responsible for records management and corporate administration functions in these areas:

• Develop and implement records management policies and procedures
• Maintain the organisation and classification of records to ensure ease of retrieval and adherence to retention schedules
• Provide support and guidance to staff on records management systems, policies and practices
• Monitor compliance with MCCY’s records management systems, policies and practices to ensure alignment with IM4L, IM8, and other records management requirements.
• Manage mailroom services
• Administer IT systems in records management managed by the team and verify that appropriate user access controls are in place
• Staff on/off boarding process, PKI and PS cards management and access configuration
• Collect and organise gifts for valuation and manage the inventory in accordance with government instructions
• Procurement and management of office and pantry supplies, news and magazine subscriptions, etc. including preparing tender documents in compliance with Government Instruction Manual
• Smartphone application, system maintenance and contract management
• Data collection and prepare management reports
• Provide staff inductions and briefings as well as developing the communication materials
• Work with internal stakeholders and outsourced service providers to coordinate system enhancements and improve service delivery experiences.
  
  
  

What We Are Looking For

Work Experience and Knowledge

• At least 3 to 5 years of work experience in records management, workplace and office administration.
• Good understanding of records management principles, practices and regulations.
• Familiar with government procurement processes and procedures.
• Proficient in MS Office applications, especially MS Excel
  
  
  

Competencies

Have Demonstrated The Following Competencies

(i) Administration Management:

• Deliver administrative services and solutions to support the organisation's operations
• Plan, prioritise and perform different administrative and business support tasks based on their degree of complexity and level of urgency
  
  
  

(ii) Document Management

• Provide administrative support in the production of documents such as registry records, annual reports
• Execute tasks independently and able to suggest improvements to processes, supporting systems/software relating to the area of work.
  
  
  

(iii) Logistics Coordination

• Coordinate logistics for the organisation.
• Assist in the management of daily operations in a logistics function to ensure the smooth running of work processes
  
  
  

(iv) Budget Planning And Administration

• Demonstrate intermediate knowledge and advise on prevailing principles, policies and regulations of budget planning and administration
• Communicate the annual budget policy requirements and budget cycle timeline clearly to business units and stakeholders
  
  
  

(v) Other Competencies

• Good oral and written communication skills, and able to engage with staff at different levels of interaction.
• Strong project management skills.
  
  
  

Behaviour Traits

• An analytical and meticulous self-starter.
  
  
  

Shortlisted applicants will be notified within 4 weeks of the closing date of this job posting