Executive / Personal Assistant (Infrastructure Planning & Policy)

Ministry of Health; Singapore; On-site; SGD 38,000 - 60,000; Full time

Job summary

The Ministry of Health in Singapore seeks a diligent professional to provide finance, budgetary, administrative and secretariat support to the Infrastructure Planning & Policy Division, and to act as Personal Assistant to the Director. The role requires managing multiple priorities and coordinating with stakeholders in a fast-paced government environment.

The successful candidate will handle invoices, budgeting, financial reporting and documentation, while also supporting calendar management and

Qualifications

• Diploma in Finance, Accountancy, Business Administration or related disciplines.
• Fresh graduates are welcome to apply.
• Meticulous, organised and able to work independently.

Responsibilities

• Provide finance, budgetary and administrative support to the Division.
• Process invoices to ensure timely payments and manage billing.
• Support financial reporting requirements and audits.
• Coordinate document management and records filing.
• Provide secretariat support including calendar management and meeting logistics.

Skills

Analytical skills

Interpersonal skills

Communication skills

MS Excel

Education

Diploma in Finance, Accountancy, Business Administration

Tools

Microsoft Office

Job description

What the role is:

You will provide finance, budgetary, administrative and secretariat support to the Infrastructure Planning & Policy Division, and serve as Personal Assistant (PA) to the Director, Infrastructure Planning & Policy. You will work in a fast-paced environment that requires the ability to manage multiple priorities and stakeholders concurrently.

What you will be working on:

You will support the smooth operation of the Division's finance, budgetary and administrative functions. This includes processing invoices to ensure timely payments, managing billing and revenue collection, and supporting the Division's financial reporting requirements. You will also:

• Support the preparation and consolidation of budget submissions, expenditure projections and financial returns.
• Monitor budget utilisation and expenditure trends, and assist in the preparation of budgetary and management reports.
• Maintain proper financial records and supporting documentation to facilitate audits, governance reviews and compliance with financial policies and procedures.
• Manage the Division's document management and records filing system, ensuring proper organisation, retention and retrieval of key finance and administrative documents.
• Coordinate annual audit exercises and verification of supporting documents.
• Support process reviews and improvement initiatives to strengthen operational efficiency and controls.
• Provide administrative and secretariat support, including calendar management and coordination of meetings and logistics for the Director.

What we are looking for:

• Diploma in Finance, Accountancy, Business Administration or related disciplines.
• Preferably with at least 2 years of relevant experience in finance, budget administration or corporate support functions. Fresh graduates are welcome to apply.
• Meticulous, organised and able to work independently in a dynamic environment.
• Strong analytical, interpersonal and communication skills.
• Proficient in Microsoft Office applications, particularly Microsoft Excel.Core Competencies
• Thinking Clearly & Making Sound Judgements – Strong analytical and critical thinking abilities to support the crafting of sound recommendations; ability to grasp timelines, operating context and operational requirements.
• Learning & Putting Skills into Action – Possesses the drive and curiosity to learn and apply new skills, knowledge and new ways of working.
• Improving & Innovating – Ability to seek continual improvements, and to innovate and experiment while managing the risks involved.
• Working Effectively with Stakeholders – Ability to mobilise and rally partners and stakeholders towards a collective purpose, and stay the course to achieve key outcomes.
• Functional Competencies
• Financial Operations and Controls – Able to apply financial policies and controls to ensure accuracy, compliance and audit readiness.
• Budget Planning and Administration – Able to support budget planning, expenditure monitoring and financial reporting.
• Document Management – Able to maintain accurate and accessible records in accordance with records management requirements.
• As part of the shortlisting process for this role, candidates may be required to complete a medical declaration and/or undergo further assessment.

About Ministry of Health

The Ministry of Health’s (MOH) vision is to champion a healthy nation with our people – to live well, live long and with peace of mind. As an open country constantly exposed to an interconnected world, Singapore faces complex issues in public healthcare. MOH constantly grapples with new challenges brought on by an increasingly globalised world, a rapidly ageing population and rising expectations. MOH’s responses to these challenges include preventing and managing the outbreak of diseases such as SARS and Influenza A (H1N1), designing a healthcare system that delivers care in an integrated and effective manner, growing the capacity and capabilities within the sector, and managing healthcare inflation. As an MOH officer, you will be involved in formulating and implementing policies that guide Singapore’s healthcare ecosystem. You will work alongside a team with varied skills and backgrounds, but with the common goals of (i) promoting good health and reducing illnesses; (ii) ensuring that Singaporeans have access to good and affordable healthcare; and (iii) pursuing medical excellence. Your work will have far-reaching impact on the health and lives of Singaporeans.