Senior Assistant Director (Administration - Records Management), SpIA

JOB DESCRIPTION

Purpose of Job

We are looking for an energetic and dynamic individual to oversee the provision of timely office services to staff in support of the workplace administration needs and to ensure smooth business operations.

You will lead a team to oversee area such as Records Management, management of Office Services, Space Planning, Project & Office Management for A*STAR and A*STAR Research Entities. You will work with the team on improving service delivery by reviewing and streaming of processes, use of automation, build/refine databases, perform data analysis and prepare quarterly reports for management reporting. You will also get opportunities to participate in A*STAR-wide projects, events and committees.

Key Accountabilities

1. Supervise a team of Senior Manager/ Manager and executives in ensuring smooth daily operations in the areas of office and asset management, security access, smart buyer for office supplies, management of receptionist services and other essential services.
2. Establish and maintain a process and system of archival, organization, retrieval and disposal of records to support needs of A*STAR and compliance with Government Instruction Manuals IM4L (Management of Public Records), via a content management platform
3. Ensuring the smooth operations in the areas of providing secretariat support for key meetings e.g. Board meetings
4. Oversee the Security Administrators in proper management of entry access, including review of access request, access programming, maintain and ensure proper structure and integrity of the office security matrix.
5. Conduct yearly audit checks on administration processes to ensure compliances to audit requirement and checks.
6. Review of corporate policies & guidelines to enhance the effectiveness of the work process and ensure compliance.
7. Identify areas for automation of processes and business process re-engineering
8. Build robust database, perform data analysis and prepare quarterly reports and analytics for management reporting.
9. Oversee and management procurement of contracts & services
10. Oversee the renovation projects and to ensure that the facilities are in optimal condition and projects completed safely on time, within budget and meets the specified quality standards.
11. Track and enhance the effectiveness of the team and developing new strategies to enhance team performances.
12. People management responsibilities in providing guidance and troubleshoot daily operations issues, provide coaching and motivate the team towards achieving optimal results and manage the team’s Training and Development Plan.
13. Review and monitor department’s budget, participate in cross-division and/or A*STAR-wide projects and perform any other duties as assigned.

Job Requirements

1. Possess at least 8 years of relevant working experience in records management and familiar with relevant Government Instruction Manual
2. Minimum Degree in Administration or equivalent
3. Good understanding of administrative processes and applications
4. Led a team of staff and has the ability to build and motivate teams and a proven team player. Strong interpersonal and communications skills
5. Self-driven and meticulous with strong ability to multi-task
6. Experience in business process re-engineering and/or visualization tools such as Power BI/Tableau to communicate data to stakeholders and familiarity with Government procurement procedure will be an advantage.