Executive / Personal Assistant (Infrastructure Planning & Policy)

Ministry of Health (Singapore); Singapore; On-site; SGD 54,000 - 85,000; Full time

Job summary

Ministry of Health (Singapore) is seeking a dedicated professional to provide finance, budgetary, administrative and secretariat support to the Infrastructure Planning & Policy Division, and to serve as Personal Assistant to the Director. You will manage multiple priorities and coordinate with stakeholders in a fast-paced environment.

You will handle invoices, billing, financial reporting, budget submissions, and document management, while ensuring governance and audit readiness.

Qualifications

• Diploma in Finance or related discipline with strong budgeting knowledge.
• Experience in finance, budget administration or corporate support is preferred.
• Strong numerical and analytical abilities with attention to detail.

Responsibilities

• Process invoices and ensure timely payments and revenue collection.
• Support budget submissions, expenditure projections and reporting.
• Maintain financial records and audit documentation.
• Coordinate document management and records filing for governance.
• Provide admin and secretariat support, including calendar management.
• Coordinate annual audits and liaise with stakeholders.

Skills

Financial basics

Budgeting

Secretariat support

Microsoft Excel

Stakeholder mgmt

Education

Diploma in Finance

Business Admin Diploma

Tools

Microsoft Excel

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.

• 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.