Senior Assistant Executive / Executive (Training and Competency Development)

Ministry of Home Affairs; Singapore; On-site; SGD 60,000 - 90,000; Full time

Benefits offered by this job

Canva training support

Job summary

The Ministry of Home Affairs (MHA) is seeking a Senior Assistant Executive/Executive in the Training and Competency Development division to lead upskilling programs for MHQ officers in a dynamic, security-focused environment.

You will plan, implement and coordinate training interventions, streamline administration with digital tools, and play a key role in building a culture of continuous learning across Home Team divisions.

Qualifications

• Strong analytical and organisational abilities.
• Excellent written and verbal communication, with presentation skills.
• Innovative, resourceful and persuasive.
• Passionate about training and developing capabilities for the future.
• Experience organising and coordinating training courses.
• Experience improving processes via automation and digital tools.
• Proficient in Excel; Canva and basic automation tooling helpful.

Responsibilities

• Plan and execute training interventions as part of MHQ upskilling.
• Coordinate physical training courses and ensure timely completion.
• Develop automated systems to streamline registrations and tracking.
• Manage course attendance, payments and vendor coordination.
• Provide senior management status updates on upskilling.
• Improve learning culture through communication and engagement.

Skills

Analytical thinking

Administrative skills

Communication skills

Training coordination

Digital literacy

Tools

Excel

Canva

RPA

LMS

Job description

What the role is

This role is part of MHA’s Civilian Generalist career track. Learn more: https://go.gov.sg/civiliangeneralistThe Ministry of Home Affairs (MHA) aspires to be a world-class organisation in delivering safety and security for our people. In pursuing our mission to make Singapore our Safe and secure Best Home, we remain always constant and true to our core values of Honour and Unity.The Training and Competency Development Division (TCD) is MHA’s staff authority to ensure that training policies and plans are progressive and future-ready. It is responsible for charting the overall strategic direction for Home Team (HT) training policies including driving systematic and long-term strategy for skills and competency development for all HT officers as well as training capability development across the HT. TCD is also responsible for ensuring that MHQ officers have a seamless and meaningful training and learning (T&L) experience to ensure optimal training and learning.

As Senior Assistant Executive / Executive (Training and Competency Development), key responsibilities of the job holder include:

• Plan and execute implementation of the training interventions as part of the upskilling roadmap for MHQ officers
• Streamline and automate statistics/information gathering, training administration processes and generation of training reports
• Take up deskhead duties for selected MHQ Divisions for more targeted engagement
• Improve and continue to build up a culture of learning in MHA
• Training coordination

What you will be working on

1. Plan and execute implementation of the training interventions as part of upskilling roadmap of MHQ officers

   Coordinate and ensure the smooth running of physical training courses based on planned schedule

   • Work with training providers to schedule courses
   • Coordinate with MHQ Divisions to ensure all officers complete required courses within the stipulated timeframes
   • Manage course attendance, handle officer withdrawals and replacements, and implement digital tools to streamline these processes
   • Develop and execute communications efforts to enhance awareness and buy in
   • Ensure physical setup of training rooms before each run, including troubleshooting of technical issues, if any
   • Budgeting for all training courses that TCD runs as part of the mandatory training for MHQ officers
   • Physical running and coordination of the course, if needed
   • Managing payment matters, e.g. certification and payment of invoices
   • Administer, collate and analyse feedback forms, and recommend improvements after each run

   Prepare and update senior management on status of upskilling in MHQ via meeting platforms such as MHQ Exco and Training and Learning Steering Committee

2. Streamline and automate statistics/information gathering, training administration processes and generation of training reports

   • Develop and manage TCD's automated systems to streamline course registration and completion tracking processes
   • Understand the training landscape in MHQ, including the processes, information and statistics and apply Business Process Reengineering to continuously streamline processes
   • Recommend improvements to work and information gathering processes
   • Identify, develop and implement suitable digital solutions to improve work efficiency, e.g. more efficient utilisation of existing solutions such as Sharepoint, OneDrive and FormSG, Excel and Access, developing RPA bots and apps for automation, etc. This includes working with vendors, if necessary, to develop such solutions
   • Develop initiatives as well as review and refine the use of automation to generate training roadmaps and training information for MHQ officers

3. Identify shortfalls, enhancements and improvements to training systems and finance processes affecting training, as well as developing and implementing interim workarounds/stop‑gap measures.

4. Deskhead duties for selected MHQ Divisions for more targeted engagement

   • Resolve queries and administrative issues
   • Actively engage Divisional Learning Advocates to understand Divisional needs and pain-points and developing strategies and solutions to assist MHQ Divisions to improve training culture and processes

5. Improve and continue to build up a culture of learning in MHA

   • Generate ideas/plans, ramp up, develop and implement new and better ways to engage the T&L community in the Home Team
   • Enhance communication and buy‑in through innovative marketing, branding and communication techniques and materials
   • Research, develop and implement new and innovative ways to better reach out to officers, leveraging trends seen on social media such as Facebook, Instagram and TikTok
   • Continuous engagement with key stakeholders, i.e. DLAs and the wider T&L community, and brief them on T&L processes and initiatives
   • Engage the MHQ community via platforms such as Townhall or other MHQ-wide events to promote and build a culture of learning
   • Manage the T&L portal, including an AI chatbot, to ensure accurate and timely update of information

6. Research into and propose ways that new learning theories, pedagogies and training methods can be used by MHA

   • Research and horizon scan new learning theories, pedagogies and training methods
   • Assess and propose how such developments can be utilised by the Home Team
   • Present findings and proposals at training forums and meetings

7. General Training Coordination

   • Process MHQ officers' external course applications, including approvals, rejections, and withdrawals
   • Manage different learning management systems utilised for training, e.g., LEARN 2.0, HTLMS 2.0, HRPS
   • Ensure that HTLMS2.0 change management process runs smoothly

8. General administrative support

   • Manage and coordinate the diary of SD/TCD, including dealing with phone calls, correspondence, organising meetings and appointments where needed
   • Coordinate and organise the meeting dates, venues and other logistic requirements for meetings under TCD’s purview
   • Support the Division in planning and organising retreats, events and other forms of engagement
   • Work with officer(s)-in-charge on procurement matters, including liaising with vendors, drafting simple specifications and submissions and ensuring that goods and services meet specifications and are delivered in good condition
   • Other ad-hoc tasks as assigned by supervisor

What we are looking for

• Strong analytical, organisational, administrative and networking skills
• Excellent oral, written, presentation and interpersonal skills
• Innovative, resourceful and persuasive
• Passionate about training and learning and developing individual and organisational capabilities to meet future challenges.
• Excited to work in a greenfield area - comfortable operating without existing SOPs
• Experience in organising, coordinating, and running training courses
• Experience in improving processes via automation
• Digital comms experience/skills preferred, e.g. Canva, proficient in Excel, Robotic Process Automation, simple app development

About Ministry of Home Affairs

We work as a team, in partnership with the community, to make Singapore our safe and secure Best Home.