Senior Executive (Admin & Operations Support)

Ministry of Defence of Singapore; Singapore; On-site; SGD 60,000 - 85,000; Full time

Job summary

The Ministry of Defence of Singapore seeks an experienced administrator to provide comprehensive support to the RSN department, including registry management, procurement, asset and personnel administration, and executive secretarial duties to senior leadership.

You will oversee procurement, asset management, and financial workflows while maintaining comprehensive records and supporting recruitment and onboarding activities, with opportunities to automate tasks using AI tools.

Qualifications

• Education in Business Administration, Human Resource or related field preferred.
• At least 5 years of relevant general administration experience.
• Secretarial duties and financial administration experience advantageous.
• Proficiency in Microsoft Excel for data compilation and use of enterprise systems for document filing, manpower, finance or logistics.

Responsibilities

• Maintain registry and comprehensive administrative records for the department.
• Oversee procurement of office supplies and conduct stock takes for leadership and registry items.
• Manage personnel administration, onboarding/offboarding, and recruitment support for DXO and NSmen ICT.
• Oversee financial workflows as the Alternate Finance Officer (Requestor/URO/AcO) ensuring policy adherence.
• Automate administrative tasks using basic AI tools for write-ups and case tracking.
• Plan and coordinate departmental events including promotions and SAF Day ceremonies.

Skills

Strong communication

Interpersonal skills

Stakeholder engagement

Education

Business Administration / HR degree

Tools

Microsoft Excel

Enterprise systems

Job description

What The Role Is

You report directly to the Head Naval Operations and provide comprehensive administrative and operational support to ensure seamless departmental administration within the Republic of Singapore Navy (RSN). You oversee registry documentation, procurement, asset management, personnel administration and financial workflows, while delivering executive secretarial support to senior leadership.

What The Role Is

You report directly to the Head Naval Operations and provide comprehensive administrative and operational support to ensure seamless departmental administration within the Republic of Singapore Navy (RSN). You oversee registry documentation, procurement, asset management, personnel administration and financial workflows, while delivering executive secretarial support to senior leadership.

What You Will Be Working On

• Maintain the systematic management of all incoming and outgoing departmental documentation through the registry
• Oversee the procurement of office supplies and conduct stock takes of accountable items for the leadership team and the registry
• Manage administrative processes including the maintenance of records, Defence Executive Officer (DXO) recruitment support, ranking and performance management of staff, onboarding and offboarding procedures and support for NSmen in-camp training (ICT)
• Govern financial workflows as the Alternate Finance Officer, functioning as Requestor, Unit Resource Officer (URO), and Acceptance Officer (AcO) to ensure total adherence to established finance policies
• Automate general administration functions using basic AI tools to automate general administration function, such as generating write-ups or tracking case statuses
• Plan and coordinate departmental events, including the issuance of promotion certificates and the Singapore Armed Forces (SAF) Day re-dedication ceremony

Challenge(s)

• Managing a diverse and demanding workload across multiple concurrent responsibilities spanning disparate functional areas
• Rapidly acquiring and applying a wide spectrum of technical knowledge and administrative skills to meet the demands of the role

What We Are Looking For

• Education in Business Administration, Human Resource or a related field is preferred
• At least 5 years of relevant experience in general administration
• Prior experience in secretarial duties and financial administration is advantageous
• Proficiency in Microsoft Excel for data compilation and demonstrated experience in utilising enterprise systems for document filing, manpower, finance or logistics management
• Strong communication and interpersonal skills
• Ability to engage professionally with a diverse range of stakeholders

Only shortlisted candidates will be notified.