Station Admin Officer

MHA - Singapore Civil Defence Force (SCDF); Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

MHA - Singapore Civil Defence Force (SCDF) invites applicants for a station administration role to provide reliable support across administration, finance and logistics. You will liaise with Division HQ and ensure timely, accurate processing of records and reports.

The ideal candidate holds a diploma, is proficient with Microsoft Office and electronic document systems, and demonstrates strong organizational and communication skills. A team player with attention to detail will thrive in this role.

Qualifications

• Minimum diploma in any discipline.
• Proficient in Microsoft Office applications.
• Strong organisational and time management skills.
• Excellent written and verbal communication abilities.
• Detail-oriented with multitasking capabilities.
• Knowledge of procurement and inventory management.
• Familiarity with electronic document management systems.
• Problem-solving abilities and initiative.
• Strong interpersonal skills and ability to work in a team.

Responsibilities

• Provide administrative and logistical support to the fire station.
• Maintain administrative records (dockets, attendance, leave, medical, test records).
• Submit reports to Division HQ and HQ SCDF on time (course nominations, events updates).
• Oversee submission of station records (meal allowances, claims, AOR) with routine checks and audits.
• Update staff lists, movement charts and recall network (monthly admin matters, nominal roll, Orbat).
• Assist the Fire Station Commander in organising station events and welfare matters.
• Ensure station facilities are in good condition and coordinate repairs with Division HQ.
• Coordinate administrative functions related to Civil Defence Auxiliary Unit (CDAU) volunteers.
• Mentor and supervise admin NSFs.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Detail oriented

Problem solving

Interpersonal skills

Teamwork

Multitasking

Education

Diploma

Tools

Microsoft Office

EDMS

Procurement

Inventory management

Job description

What the role is:

This role is part of MHA’s Civilian Generalist career track. Learn more: https://go.gov.sg/civiliangeneralistTo provide administrative, finance and logistical support to the fire station which includes liaising with Division HQ. To ensure that the tasks are carried out promptly and efficiently.

What you will be working on:

• 1) Effectively and efficiently provide administrative and logistical support to the station.
• 2) Initiate proper personnel administrative system and supervision of the management and maintenance of administrative records, such as dockets, attendance records, leave records, medical leave records and test records.
• 3) Ensure the timely submission of all necessary reports to Division HQ and HQ SCDF. (Nominations of courses, events updates, etc)
• 4) Oversees the submission of Fire Station’s administrative records, such as meal allowances and claims, AOR, through implementing a routine of checks and audits.
• 5) Consistently update staff lists, movement chart and recall network; (monthly admin matters, recall network, nominal roll, Orbat chart, work email address, etc)
• 6) Assist the Fire Station Commander in the organization of Fire Station level functions and ceremonies which includes the management of welfare matters such as sending of hampers, farewell gifts, and station funds etc.
• 7) Ensure that the Fire Station facilities are in good condition and to work closely with Division HQ on issues concerning the repair and maintenance of facilities. (Ad-hoc B&I matters)
• 8) Manage and coordinate administrative functions related to Civil Defence Auxiliary Unit (CDAU) volunteers.
• 9) Mentoring and supervision of the admin NSFs

What we are looking for:

• 1) Minimum diploma in any discipline.
• 2) Proficient in Microsoft Office applications.
• 3) Strong organisational and time management skills.
• 4) Excellent written and verbal communication abilities.
• 5) Detail-oriented with multitasking capabilities.
• 6) Knowledge of procurement and inventory management.
• 7) Familiarity with electronic document management systems.
• 8) Problem-solving abilities and initiative.
• 9) Strong interpersonal skills and ability to work in a team.

About MHA - Singapore Civil Defence Force (SCDF)

The Singapore Civil Defence Force (SCDF) is a uniformed organisation under the purview of the Ministry of Home Affairs. The main role of SCDF is to provide fire-fighting, rescue and emergency ambulance services; mitigating hazardous materials incidents, as well as formulate, implement and enforce regulations on fire safety and civil defence shelter matters.In 1982, the National Civil Defence Plan was launched which spearheaded the emergency preparedness for the nation. With the enactment of the Civil Defence Act in 1986, the SCDF was established as an independent organisation under the Ministry of Home Affairs (MHA). In the same year, the Hotel New World collapse paved the way for joint operations between the SCDF and Singapore Fire Service (SFS). Due to the similarity in roles and functions, the SCDF and SFS were formally integrated on 15 April 1989.Over the years, the SCDF has improved its life saving operations through innovations and programmes to enhance her fire-fighting, rescue capabilities and public education plans. The Light Fire Attack Vehicle (The Red Rhino) and Tracked Fire-Fighting Vehicle are some of the customized solutions which the force has developed to increase its operational capabilities. The SCDF also actively engages the local community through its wide-ranging public educational programmes and community-based activities to enhance the resilience and emergency preparedness of the civilian population.Today, the Force is recognised by the population as a professional body of well-trained officers and men geared to respond to all types of life-threatening emergencies round-the-clock. An operationally ready SCDF, working hand-in-hand with a prepared and resilient population, helps to ensure that the nation is capable of handling any untoward eventualities.