Always-On, Jom Check!, GFH, Saham Kesihatan and other ECO Projects
Meeting & Coordination
- Arranging meeting, booking meeting rooms, and taking minutes.
- Work with ECO partners to arrange offsite meetings for the ECO team
- Follow up with ECO partners to organise programmes and activities daily.
Vendor & Procurement
- Compile quotation submissions from vendors.
- Verify vendor quotations against the Schedule of Rates (SOR) in the DA contract (e.g. EMS for JKJU events and premiums for ECO projects).
- Perform first-cut verification of invoices for Ramadan groceries and manpower.
Logistics & Delivery
- Arrange the dispatch of post-JKJU plaques to respective partners.
- Prepare and arrange delivery of collaterals for community events and programmes (e.g. Jom Check!, JKJU) on a weekly basis.
- Coordinate RSVP for JKJU awardees and manage the guest list.
Tracking & Reporting
- Update the Always-on tracker for Malay Outreach and Indian Outreach.
- Updating the Always-on on IOX slides.
Programme/Account Management
- Manage BAP activities for ECO programmes daily.
Division Admin
- Coordinate division/departmental meeting coordination, including checking of management availability, booking of meeting rooms, sending calendar invites to IOC staff
- Assist with staff IT and admin access requests on an ad-hoc basis, update and maintain staff records
- Collect mail from Admin department on a weekly basis and distribute to relevant IOC staff.
- Assist with housekeeping and maintenance of division SharePoint/Teams folders
- Assist with office facilities management on an ad-hoc basis, including but not limited to supporting office-related activities such as relocation, spring cleaning and disposal of documents and old items.
- Provide any other general administrative support as directed by IOC Division staff, including but not limited to filing, printing and shredding of documents.
Division Mailbox Management & Triage
- Process incoming queries to the HPB Mailbox daily, dispatch queries to the respective HPMs and PMs, follow through with reminders, and close cases.
Division Risk - KRI and Event Collation Submission & Inventory Management
- Request month-end inventory data from the warehouse (ST Logistics) and vendors premises (through PMs) at the beginning of each month, collate the data and send to the Risk Management PM.
Requirements:
- Possess at least Diploma or GCE A Level qualification with above 5 years of relevant work experience.
- Good communication, project management and time management skills.
- Proficiency in Microsoft programmes (e.g. Excel, PowerPoint, Word, Outlook).
- Experience in scheduling meetings and activities.
- Experience in invoice processing and data verification.
- Experience in customer service and stakeholder coordination.
- Meticulous and comfortable working with numbers.
- Abilityto work independently and as part of a team, and to switch between departmental tasks flexibly.
EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411
