Associate (Administration), Space,Infrastructure & Administration (SpIA) (3-Year Contract)

Purpose of Job

We are looking for an energetic and dynamic individual to provide office services to staff in support of the workplace administration needs and to ensure smooth business operations.

You will work with the team on providing administrative support service and involve in the reviewing and streaming of processes. You will also assist in the preparation of reports for management reporting. You will also get opportunities to participate in A*STAR-wide projects, events and committees.

Key Accountabilities

1. Work with a team to provide administrative support to ensure smooth daily operations in the areas of facilities and equipment management, office access and office supplies.
2. Liaise with A*STAR Divisions, Landlord's security personnel and A*STAR's managing agents on the management of staff access passes across A*STAR offices.
3. Perform the role of A*STAR Security Administrator to manage door access, including review of access request, access programming, maintain and ensure proper structure and integrity of the office security matrix.
4. Conduct yearly audit checks on administration processes to ensure compliance to audit requirements and checks.
5. Provide inputs in the review of guidelines and policies to enhance the effectiveness of the work process and identify areas for automation of processes and business process re-engineering.
6. Prepare procurement documents, e.g. translate requirements to ITQ/tender specifications for the procurement of office assets and services or projects, including preparation of budget memo, evaluation report and ensure smooth award, renewal and billing.
7. Assist in the preparation of quarterly reports and analytics for management reporting.
8. Perform the role of Secretariat to Admin Meeting.
9. Perform any duties as assigned, which may include cover duty for receptionist services when required.

Job Requirements

1. Possess at least 3 years of relevant working experience in administration or facility management.
2. Diploma in Administration or equivalent.
3. Good understanding of administrative processes and applications.
4. Self-driven and meticulous with strong ability to multi-task.
5. Ability to build and motivate teams and a proven team player. Strong interpersonal and communications skills.
6. Experience in business process re-engineering and/or visualization tools such as Power BI/Tableau to communicate data to stakeholders and familiarity with Government procurement procedures will be an advantage.