Executive (Support)

[What the role is]
As an Executive (Support) staff to the School of Engineering, your role is to support policies and schemes in specific functional areas.

[What you will be working on]
- Support the daily operation of services by assisting requestors to reserve facility through the Facility Reservation System on request, report any faults found in facility through ESV Helpdesk or email, ensure consumables are available for 3-in-1 printers in staff centre, contact vendor for servicing if printer is out of order.
- Manage enquiries from various stakeholders i.e. students, parents, public, agencies allowing students, vendors, visitors etc access to the staff centre , attend to students', vendors' and staff's queries, search & reserve suitable venue for event, covering of MSO (ME/EE) duties in his/her absence, collection & distribution of items for staff & students, issue A4 paper & stationery to staff, dispatch & collect mails / documents, inform CAS to arrange delivery of gifts / wreath, assist in distribution of certificates for Graduation Ceremony, other AD-HOC duties / requests, as well as supporting College’s events and functions.
- Monitoring and processing of the department’s budget by assisting requestors to fill in the RPA PR form, familiar with fund codes, ensuring correct account codes are used for the PRs, submit requestor's PR (eCAT/SVP/WTC) through KRIS, assist requestor to submit PR(ITQ) in KRIS, follow up on all PRs from approval to payment, send request to vendors for transport services till there is availability on behalf of requestors, raise PR for stationery, rubber stamps, copy charges, transport services, etc
- Monitoring and processing of the department’s finances by assisting requestors with information on Direct Payment/Staff Claim guidelines, procedure, fund codes & documentation, ensure direct payment forms are filled in correctly & supporting documents attached, submit DPs for approvals & to Finance for payments, prepare Virement & JAV forms, submit for approval & finance for processing, handling donation of book prizes from corporate partners, liaise with vendors on payment matters, delivery orders, etc
- Maintain and upkeep records and inventory items
- Review and improve work processes
- Maintain proper documentation keeping
- Any other administrative duties as assigned

[What we are looking for]
- At least 2 years of relevant work experience
- Good interpersonal skills and communication skills (both in written and spoken)
- Self-motivated, self-disciplined with positive attitude
- Meticulous with financial matters, procurement and inventory
- Good time management and strong multi-tasking skills
- Technology savvy and proficiency in Microsoft Office Suite
- Candidate must be a good team player who is process/detail-oriented and organised
- Some knowledge of event management will be an advantage

Applicants may check their application status at the end of 8 weeks from the closing date of this job posting.